Executive Assistant to the CEO

ABOUT THE END FUND’S EXECUTIVE OFFICE

The END Fund’s Executive Office (EO) is composed of the Chief Executive Officer, Chief of Staff to the CEO and the Executive Assistant to the CEO. The department also includes additional staff that work on organization-wide projects as well as events. The team serves the entire organization, working across all teams, and managing relationships at the highest level. The department is also responsible for ensuring that our organizational goals are met and that we are mission and vision aligned. The Executive Office is seeking a go-getter who is excited about working in a global organization to support a busy executive.

THE OPPORTUNITY

The Executive Assistant will play an integral role in the day-to-day support of the Chief Executive Officer. The Executive Assistant will be in charge of handling information requests and performing administrative functions such as drafting and sending correspondence, scheduling meetings and preparing briefing materials, booking and managing domestic and international travel for the CEO, and liaising with our Board of Directors. Additional responsibilities will include supporting event planning and logistics, preparing presentations for the CEO, supporting speaking engagements, and supporting Executive Office initiatives. The successful candidate may also assist in non-routine correspondence and assembling confidential and sensitive information. The Executive Assistant will serve as the primary point of contact for a diverse group of important external callers and visitors, as well as internal contacts at all levels of the organization. The successful candidate will be a self-starter with the ability to remain organized in a fast-paced environment, a problem solver who loves piecing together logistics, and most importantly, someone who understands the value of high-level administrative support

.ESSENTIAL FUNCTIONS & CORE COMPETENCIES

-Manage high volume of internal and external scheduling requests, maintain calendar, coordinate logistics as they pertain to meetings, proactively identify and resolve scheduling conflicts, and invite/confirm attendees in advance of meetings

-Manage a complex calendar that involves multiple timezones, aligning meeting requests with organizational priorities and goals, occasionally schedule and organize meetings across multiple teams in the organization

-Schedule and manage travel for CEO, including air, hotel, and other travel needs, as well as creating travel itineraries and briefing packets to prepare CEO for travel

-Schedule and manage Senior Leadership meetings involving CEO, quarterly Board meetings and Committee meetings. 

-Serve as a note-taker in regularly scheduled meetings and coordinate follow up-Add and update information in contact relationship management system (Salesforce)

-Update and manage monthly expense reports (Concur)-Maintain all CEO office files in an organized electronic filing system (Google Drive)

-Help create a welcoming environment and make sure the office is adequately prepared when the CEO is hosting meetings in-office with external stakeholders

-Perform general administrative and clerical duties

-Other duties and responsibilities as assigned