Executive Assistant - Princeton, NJ

Email Resume and Cover Letter

Position: Executive Assistant

Location: Princeton, NJ

Department: Office of the CEO

Reports to: CEO

Position Summary: The Executive Assistant to the CEO is an experienced organizer responsible for independent project coordination, autonomous decision making, administrative and operational support, and National Board and Executive Committee coordination. This individual operates as part of a cross-functional support team ensuring the smooth operation of Learning Ally functions.

Under the direction of the CEO, this full-time position will manage all aspects of the CEO’s complex schedule coordination, travel logistics and other administrative tasks. The ideal candidate has the ability to work effectively and proactively in a dynamic, fast-paced executive suite. The ideal candidate must possess outstanding interpersonal skills as this is a forward facing role, and demonstrate sound judgment and discretion in handling confidential and sensitive matters.

S/he must be able to focus on detail without losing sight of the bigger picture, including monitoring and double-checking work and information for accuracy and quality. The most successful individual thrives in a 24/7, interrupt-driven work environment, works well cross-functionally and is passionate about helping students succeed. Fifty percent of this position’s time is dedicated to the functional areas (office of CEO) and 50% is project based.

Key Responsibilities

For the Office of the CEO:

  • Oversee and manage the CEO’s complex schedule, coordinating and confirming meetings and appointments, handling logistics (restaurant reservations, conference room reservations, travel directions, etc.)
  • Reschedule meetings or appointments, as needed, to prioritize external communications needing focus and attention of CEO; use discretion to divert matters better directed to another department or staff member
  • Handle travel arrangements for CEO (transportation, hotels, reimbursement documentation)
  • Ensure CEO expense reports are always up-to-date and accurate
  • Read and analyze incoming memos, e-mails, submissions, and reports etc., including confidential information, to determine their significance and required action. Address or distribute as appropriate, and follow up to ensure timely and appropriate responses.
  • Develop and edit communications, presentations, and reports distributed by or on behalf of the CEO
  • Ensure CEO always has all materials needed for key meetings and help ensure other participants are aware of and prepared for meetings
  • Provide guidance to Executive Team members on scheduling matters that require feedback from the CEO; use discretion in diverting matters not requiring the CEOs involvement
  • Conduct research and work on other special projects for CEO as needed

For the Board of Directors and related Committees:

  • Own all administrative tasks associated with the smooth execution of the annual schedule for National Board and Executive Committee meetings including preparing materials, locations, accommodation, restaurants and anticipated budget. Coordinate and mail agenda, materials
  • As the Recording Secretary, record, distribute and file accurate minutes, follow up actions through to completion. Manage logistical details of accessible materials, accommodation, meals, transportation. Ensure procedural compliance to by-laws

As part of a cross-functional support team:

  • Act in the capacity of “Team Captain” with other members in administrative roles throughout the organization. This is in order to collaborate, guide, lead and assist them in the best deliverables for the organization
  • Collaborate with other members of the administrative team to ensure tasks are completed as necessary
  • As necessary facilitate the work of the senior leadership team, perform general administrative duties, including, but not limited to, screening calls, photocopying, mailings and filing
  • Represents senior leadership team in cross functional teams and activities as required
  • Participate in other Learning Ally activities as required to achieve organizational goals
  • Foster a working environment that supports Learning Ally’s cultural values. Act as a role model and engage in discussions and feedback to ensure the intent of the culture statement is integrated into day-to-day activities, planning and communications.
  • Participate in other Learning Ally activities as required to achieve organizational goals.

Job Requirements

Education

Bachelor’s degree required

Work experience

5-7 years of experience in an executive level environment with increasing responsibility required, Non-profit knowledge, a plus

Specific Skills/Knowledge

  • Expert level of proficiency computer (Outlook, Excel, Word, Power Point, Google tools) skills required
  • Critical thinking and problem solving (both big picture and analytically/qualitatively precise)
  • Experience representing a CEO/executive leader across all levels of the organization
  • Experience with board-related activities
  • Strong planning and coordination skills
  • Excellent communications skills; verbal and written
  • Excellent time management skills
  • Strong project management skills
  • Comfortable communicating with senior level stakeholders
  • Experience in travel logistics, meeting management and scheduling required
  • Experience in a highly collaborative/team environment
  • This role requires flexibility in working hours

% Travel

Minimal travel required