Executive Assistant

📋 Description

• • Provide comprehensive administrative and executive support to the Global Director of Gift Planning and the Director of Gift Planning Fundraising, ensuring seamless daily operations and strategic alignment.
• • Offer dedicated administrative assistance to the Director of Gift Administration, streamlining their workflow and supporting key initiatives.
• • Play a crucial role in the planning and execution of Gift Planning departmental events and retreats, managing logistics from inception to completion.
• • Collaborate effectively with the Manager of Executive Support to ensure a cohesive and efficient support structure across the department.
• • Serve as a vital point of contact by providing back-up support for the division's toll-free line, ensuring timely and professional responses to inquiries.
• • Manage complex domestic and international travel arrangements, including booking flights, accommodations, and ground transportation, while adhering to budgetary guidelines and individual preferences.
• • Maintain and optimize complex calendars for directors and teams, proactively scheduling meetings, appointments, and engagements, and resolving conflicts with diplomacy and efficiency.
• • Draft, review, and edit a variety of professional correspondence, reports, and contracts with external consulting firms, ensuring accuracy, clarity, and adherence to company standards.
• • Process expenses and invoices accurately and in a timely manner, maintaining meticulous records and ensuring compliance with financial policies.
• • Coordinate and schedule meetings, all-staff calls, retreats, and special events, managing all logistical aspects to ensure successful outcomes.
• • Utilize available systems and resources to maintain, track, and research data, generating insightful reports and analyzing information to support decision-making.
• • Proactively identify opportunities to improve administrative processes and practices, implementing solutions that enhance effectiveness and efficiency within the department.
• • Manage projects with multiple variables, setting realistic deadlines, and meticulously tracking timelines to ensure successful and timely completion.
• • Apply established processes and procedures, demonstrating a strong understanding of organizational policies to satisfy administrative requirements.
• • Communicate effectively on behalf of the Global Director of Gift Planning, the Director of Gift Planning Fundraising, and the Director of Gift Administration with internal staff across various programs, as well as with external donors, vendors, and business relations.
• • Foster strong working relationships with colleagues, distributing information, sharing knowledge, and providing valuable insights to assist staff in making informed decisions, solving problems, and improving overall workflow.
• • Undertake additional administrative support tasks for individuals and programs as required, demonstrating flexibility and a willingness to contribute across the team.
• • Manage short-term projects as needed, applying organizational and project management skills to deliver results within defined parameters.
• • Contribute to a positive and productive work environment by embodying the company's philosophy of "Work that You Can Believe In," making a tangible difference in conservation efforts.
• • Leverage exceptional communication and collaboration skills to work effectively within a diverse, multi-disciplinary team, fostering a sense of shared purpose and accomplishment.
• • Support the ongoing mission of conservation by providing high-level administrative support that enables leadership to focus on strategic priorities and impactful initiatives.
• • Demonstrate a proactive and detail-oriented approach to all tasks, ensuring a high level of accuracy and professionalism in every interaction.
• • Act as a trusted partner to the directors, anticipating needs and providing proactive solutions to administrative challenges.
• • Contribute to the smooth functioning of the department by managing competing priorities and maintaining a calm and organized demeanor under pressure.
• • Uphold the company's values of respect for all people, communities, and cultures in all interactions and responsibilities.
• • Embrace opportunities for professional development and contribute to a culture of continuous learning and improvement within the administrative support function.