Executive Assistant

Title: Executive Assistant

Reports to: VP of Communications & Development

Status: Salaried, Exempt

Location: Seattle, WA, or Remote Home Office

Foundation Overview:

The Max Foundation is a leading global health nonprofit organization dedicated to accelerating health equity. For 28 years, Max has pioneered practical, scalable, high-quality solutions to bring life-extending treatments and patient-centered healthcare to more than 100,000 people living with cancer and critical illness in low- and middle-income countries. Max believes in a world where all people can access high-impact medicines, where geography is not destiny, and where everyone can strive for health with dignity and with hope. Learn more at https://www.themaxfoundation.org/.

Role Summary:

The Executive Assistant reports to the VP of Communications & Development and provides executive support to the VP and the Communications & Development department in support of our organizational mission to accelerate health equity. The Executive Assistant is responsible for ensuring the seamless flow of administrative support, including complex domestic and international scheduling, coordination of meetings and travel, stewarding tasks and initiatives, and responding to assigned correspondence. The position also includes project tracking and related tasks for high level organizational projects and will engage with a diverse group of important external partners as well as various internal stakeholders. The Executive Assistant also serves as a liaison between the VP and other teams to streamline communications while maintaining strict confidentiality in all sensitive matters.

Responsibilities:

Reports to the VP of Communications & Development with minor additional support provided on cross-functional initiatives as needed.

• Ensures VP of Communications & Development is prepared for all scheduled meetings, including: providing driving directions, scheduling ground transportation, preparing research, and securing relevant presentation materials
• Administer signature requests, tracking, and filing for key organizational contracts and liaises with internal cross-functional team to resolve follow-up actions
• Forecasts VP of Communications & Development’s calendar and ensures appropriate project time, travel time, necessary documentation, and all conflicts and logistics are resolved well in advance
• Performs administrative functions that support the work of the VP of Communications & Development including email correspondence, creating and updating digital filing systems, copying, scanning, placing phone calls, and directing messages to other staff as necessary
• Coordinates travel arrangements for VP of Communications & Development, both domestically and internationally, including air and on the ground transport logistics
• Serves as key point of contact and support for development prospects in scheduling meetings, drafting outreach, and coordinating thank-yous
• Prepares & distributes meeting materials and agendas in advance of all donor meetings
• Serve as owner of standing group calendars and meetings
• Assists VP of Communications & Development with formatting and proofing presentations in PowerPoint or other formats to ready them for conferences and business meetings
• Creates and maintains systems and improves efficiencies of the workflows that involve the VP of Communications & Development
• Ensures that the administrative aspects of the VP of Communications & Development function operate effectively and efficiently, including notary coordination, document retention, and account filing
• Liaises with accounting for expense tracking and reconciliation on behalf of VP of Communications & Development
• Coordinates meetings and related activities for org-wide events (ex. Leadership retreats, Gala, Think Tank)
• Cross-train in shipping & receiving and support global shipping, as needed
• Assists with organizing special projects on as-needed basis

Qualifications:

• Bachelor’s degree required, Master’s or relevant certification a plus
• 3-5+ years of experience supporting senior executives in a fast-paced environment as well as experience collaborating closely with cross-functional staff
• Excellent project management skills and ability to navigate in a fast-paced environment with a solid track-record of following through on commitments
• Ability to communicate clearly across diverse cultures with various internal and external stakeholders
• Experience working in a global and multicultural capacity across time zones and among diverse team
• Fluency in written and verbal English communication skills required, other language skills a plus
• Experience working in a non-profit organization, preference for an international, non-governmental organization
• Proven history of high-volume calendar and travel management with digital tools
• Capacity to multi-task, exercise initiative, and prioritize a varied and complex workload
• Capacity to handle sensitive information with the ability to mind confidentiality
• Advanced computer literacy skills in electronic office environment, including Microsoft Office, Excel, PowerPoint, and Adobe Acrobat
• Professional demeanor, patience, good humor, and the ability to handle stress and the demands of high-performance expectations

Skills and Attributes:

• Passionate about The Max Foundation’s mission and vision, and determined to lead and accomplish all goals related to current and future strategic plans
• High attention to detail and a high standard for quality work product
• Understanding of and comfortable in a global environment, with an emphasis on low and middle-income countries
• Passion for exceptional collaboration, and flexibility to do what it takes to elevate positive culture
• Comfort working in a complex, fast-paced, and high-workload environment
• Caring, humble, and people-oriented servant leader
• Resourceful, finds solutions using all available data to overcome challenges impacting the organization