Executive Assistant at IPAS

Job ID: R501

Job Description

• The Executive Assistant provides administrative support in a variety of functions to the Chief Executive Officer, other members of the Executive Team, and the Board Liaison to increase the efficiency of the Office of the President.
• Coordinates all staff meetings and webinar preparations to include agenda, invites, room set up, interpretation, and technology needs including electronic conferencing tools.
• Coordinates high level projects, domestic and international travel arrangements, and meetings to include in person and virtual Board meeting hotel and event needs (meals, meeting space, transportation, etc.)
• Supports the CEO including scheduling, travel arrangements, expense reports, and technology assistance
• Responds to or routes priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of the executives
• Summarizes, prioritizes, and researches information into a concise and usable format for the executives to review
• Creates or directs creation of reports, budgets, and contract processing materials for executives
• Coordinates the production of the board books for in-person meetings
• May be required to work beyond routine office hours during board meetings
• May plan and schedule work and direct other staff to deliver support
• Has a broad knowledge and understanding of the organization’s operations and objectives
• Contributes to moderately complex aspects of projects
• Can work independently or collaboratively
• Other duties as assigned

Minimum Requirements

• An Associate’s Degree or equivalent and 2-4 years of relevant work experience
• Expert level in Zoom, Microsoft Teams, PowerPoint, Outlook, and calendar management
• Ability to work remotely between core hours of 10:00am to 3:00 pm Eastern Standard Time and available for other tasks in Eastern time with other work hours at the discretion of the employee.
• Support experience at the team level
• Excellent verbal and written communication skills in English
• Ability to professionally and confidentially interface with all levels of management

Preferred Requirements

• A Bachelor’s Degree and 4 years of direct experience supporting a Director, Executive and/or Board
• Experience with Sharepoint and Workday
• Prior experience working in an international NGO
• Ability to speak French, Spanish, and/or Portuguese.

Preferred Skills:

• Positive disposition, professional demeanor, exercises good judgment and discretion
• Strong attention to detail, accuracy, quality and follow-up
• Good listener and strong problem-solver
• Strong verbal and written communications
• Shows initiative and is self-directed and motivated
• Works well with general direction and with very limited supervision
• Anticipates and responds to needs of executives supported
• Prioritizes tasks and handles many concurrent assignments
• Sensitive to time and budget constraints
• Strong interpersonal and relationship-building skills
• Resourceful, collaborative, team player
• Cultural and ethnic sensitivity and ability to work effectively with a diverse, international workforce
• Familiarity with Ipas mission
• Comfort in asking questions

Competencies:

• Time Management and Workload Prioritization
• Schedule and project coordination
• Comfort around executives and board members
• Integrity and Trust