Executive Assistant to the President

Job Description

 

Full Job Description

Title: Executive Assistant to the President

Reports To: President & Chief Executive Officer, Facing History & Ourselves

Location: Home Based (United states Eastern Time Zone)

Status: Full Time

Start Date: Immediately


 

Facing History and Ourselves is a global education non-profit organization that challenges teachers and students to use lessons of history to stand up to bigotry and hate.


 

Role Summary: The Executive Assistant is a critically important role, enabling the President to work most effectively with internal and external stakeholders and to fulfill their commitments to staff, volunteers, funders and the Board of Directors. This high-level position is integral to supporting the work of the organization and partners with the senior team while working both alongside and independently from the President in a multi-tasking role. Working frequently with sensitive materials and high priority issues, the EA possesses the utmost in confidentiality, composure and integrity. The EA is a skilled organizer and gate-keeper, who can provide the management and administrative systems needed to support the chief executive.


 

Specific Responsibilities Include:

50% Executive Support

  • Oversee, manage and administer the President’s complex calendar including scheduling appointments and engagements without prior clearance and oversee all details

  • Provide appropriate materials prior to meetings and post-meeting summary briefings with clearly articulated agendas, objectives and decision points; partners with the President on appropriate follow-up to all meetings.

  • Attend meetings of the Chief Officers Meetings; the Leadership Forum; as well as Board of Directors meetings and other meetings as requested; maintain agendas, gather preparative materials, take notes, and draft and distribute action items post-meetings

  • Hold daily meetings with President to review upcoming schedule, needs and present research and briefings

  • Schedule President’s travel, plan agendas and coordinate arrangements with regional offices and external partners

  • Oversee travel reimbursements and expense reports for the President

  • Anticipate President’s course of action when absent and work closely with senior leadership

40% Communications

  • Development of draft communications and calendar on behalf of the President especially follow up to all meetings

10% Office leadership


 

  • Exercise independent judgment and initiative in establishing policies, procedures and systems for more productive and efficient operations within the Office of the President

  • Manage office budget, timesheets, logistics, phone interactions, day-to-day problems and situations

  • Coordinate and orchestrate projects and commitments and assure alignment among the disparate stakeholders interacting with the President

  • Elevate those issues about which the President should be aware and frame possible resolutions to mitigate risk

  • Other duties, including those of a personal nature, as assigned.

  • Proactively create presentations, briefings, and report summaries based on activities and meetings of the President (detailed above in calendar section)

  • Active review and management of the President’s incoming mail, email, telephone communications and conferences to include drafting of replies

Essential Skills and Qualities:

Facing History understands that restrictive job requirements may exclude historically marginalized groups from applying to jobs for which they are qualified. We take an equitable and holistic screening approach. If you feel you have demonstrated experience and expertise relevant to perform this role, please don’t hesitate to apply!

  • BA/BS or equivalent experience

  • At least 7-10 years of high level administrative support and office management experience working with a CEO and/or other C-suite or senior level administrators

  • Experience working in a fast-paced non-profit, educational or academic environment; experience in a global and multi-location work environment

  • Performance and operations management

  • Possess tact, diplomacy, persistence, confidentiality and integrity

  • Highly efficient, competent and independent worker; ability to manage up and collaborate

  • Critical thinker, problem solver and detail oriented

  • Leadership and conflict management skills

  • Excellent written, verbal, communication and analytical skills

  • Organizational, time management, planning skills

  • Agility; ability to pivot and remain unflappable in the midst of changing situations.

  • Ability to synthesize information in a timely fashion

 

Benefits Summary: In addition to meaningful and rewarding work, Facing History provides an excellent and competitive compensation and benefits package including medical with a health reimbursement account, dental, vision, life & AD&D, long-term & short-term disability insurance, 403(b) retirement plan with a discretionary organizational contribution, generous paid time off, an employee assistance program, travel assistance plan, pre-tax commuter spending accounts, flexible spending accounts, voluntary Colonial Life group plans, robust wellness programs through Welnys TV, aHealthyMe & weekly virtual yoga and meditation, WellCents 403(b) advisement, and a friendly hybrid work environment.


 

Facing History values a diverse workforce and an inclusive culture. We encourage applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction, or any other characteristic protected by applicable law. We are an Equal Employment Opportunity Employer.


 

Facing History’s Commitment to Diversity, Equity and Inclusion. At Facing History, we honor and value the uniqueness of each and every human being. Our strength as an organization that provides and distributes educational content and pedagogy to teachers across the globe is directly tied to our diversity of staff, leadership, educators, students, scholars, and volunteers. Our commitment is to treat individuals with dignity and to build and maintain a community of full participation, inclusive of the voices, needs, and contributions of all. As an organization, we are deeply aware of the legacies of injustices that persist in society and in the workplace, and we value and promote diversity, equity, and inclusion in their association with excellence.


 

Hybrid Work Model: Facing History and Ourselves operates in a hybrid work model, allowing staff flexibility in both schedules and work locations. This particular position is home-based. Some travel is required.


 

Covid Protocol at Facing History: At Facing History and Ourselves, we require all employees to be fully vaccinated against COVID-19 including any boosters required to be “up-to-date” per current CDC guidelines. All new employees must provide proof of vaccination on their first day of employment. Requests for medical or religious exemptions should be directed to our Sr. Director, Human Resources.

 
 

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