Executive Assistant to Executive Office

The Executive Assistant will serve as the primary point of contact for internal and external stakeholders and contacts on all matters pertaining to the Chief Executive Officer (CEO) and one additional executive-level staff member President. This is an in-person position at our office in Lower Manhattan.

They will manage schedules and calendars, being both responsive and proactive in maximizing the CEO’s time and in close coordination with the Chief of Staff (COS). The Executive Assistant will also support one additional executive-level staff member as needed. They will make decisions and advise others based on knowledge of each executive’s preferences. They will manage travel, schedule meetings, and host guests as directed.

They will promptly and correctly submit the CEO’s expenses. They will organize in-person and virtual meetings, support key relationships, and ensure that our Executive Team members are supported as needed.

In addition, the Executive Assistant will work independently to organize and complete special projects and will occasionally assist with high-level general office management requests as needed.

Responsibilities include:

• Provide executive-level administrative support, including managing calendars and correspondence, editing and drafting documents, organizing and supporting the CEO’s and one additional executive team member’s travel itineraries, compiling and submitting expense reports, preparing meeting agendas and minutes as directed, and other support functions as needed.
• Coordinate closely with the COS regarding workflow, prioritizing, and planning.
• Maintain mindful gatekeeping guidelines to manage calendars for the CEO and one additional executive-level staff member as needed/directed.
• Communicate efficiently and often quickly with the CEO, Executive team, and COS regarding calendar changes, upcoming commitments and responsibilities, suggesting solutions as needed and following up appropriately.
• In close collaboration with the COS, assist the Executive Office as needed in preparing for and supporting Board of Directors meetings, maintaining established and developing processes to ensure efficiency, accuracy and strict confidentiality.
• Maintain high standards of professionalism, confidentiality, sensitivity and decorum, ensuring that all interactions and communications reflect the Executive Office’s expectations and strategic objectives.
• Research, prioritize, and follow up on incoming issues and concerns including those of a sensitive or confidential nature, as directed by the Executive Office in close coordination with the COS.
• Maintain consistently evolving appropriate business sense aligned with the objectives of the Executive Office as to when to act independently vs. when to ask for direction.
• Complete critical deliverables and special projects accurately and on time as directed by the Executive Office, often involving complex business relationships requiring strict confidentiality.
• Mindfully resolve calendar conflicts in line with Executive Office strategic objectives.
• Communicate clearly, accurately and efficiently to protect and maintain relationships with important stakeholders including donors/partners and their support staff, GIIN colleagues, the Board of Directors and all others on behalf of the Executive Office.
• Support good data hygiene/management through meticulous data entry and organization, especially using SharePoint, Salesforce, and Outlook calendar/contact management.
• Other duties as needed.

Candidate Profile

The Executive Assistant must be an empathetic, resourceful, down-to-earth and highly responsible career professional with a flexible, collaborative spirit and a personal sense of ownership regarding their position. In addition, they must be approachable, friendly and enjoy working in a small office, eager to contribute to a mission-oriented, results-driven, and community-based work environment.

The ideal candidate is experienced providing executive-level support role to C-level executives, consistently employing impeccable judgment and discretion in all situations. They will have significant prior experience in juggling multiple priorities as…