The Executive Assistant will support the Foundation’s senior executives and the Foundation’s partners through a variety of different tasks.  This person would also work closely with and provide support to the Office of the CEO as needed. The Executive Assistant will support three senior-level executives, as well as several mid-level staff members.  The Executive Assistant will work closely with the entire team to handle scheduling, meeting and event planning, as well as other administrative tasks.  He or she will be challenged to meet the following broad goals and objectives:

  • Maintain daily schedule: respond to invitations, make travel arrangements, resolve scheduling conflicts and coordinate activities
  • Organize and schedule meetings and appointments for senior level staff members with other Foundation staff and external partners
  • Organize and maintain Foundation files
  • Make travel arrangements for staff
  • Compose and prepare correspondence, as well as prepare presentations for Foundation staff
  • Assist with the planning, preparation and execution of Foundation meetings
  • Coordinate vendor payments with accounting
  • Assists in the preparation of vendor contracts
  • Reconcile credit cards and petty cash
  • Perform research as requested by staff (web, Lexis Nexis, etc)
  • Act as backup to the Executive Assistant of the CEO as needed
  • Act as backup to the Receptionist and Office Coordinator—serve coffee/lunch to guests, answer phones, and greet guests
  • Assist in the upkeep of Foundation contact lists in CRM database

Beyond these objectives, the Executive Assistant should ideally possess the following professional qualifications and personal attributes:

  • Strong written, communication and organizational skills
  • The ability to take a proactive approach on projects and work with minimal direction is crucial
  • Must be well-organized, detail-oriented, web savvy and a team player
  • Ability to multi-task and prioritize in a fast-paced environment
  • The candidate must be trustworthy, discreet, loyal, and must maintain strict confidences
  • The Executive Assistant will be performing in a highly visible role and must reflect the demeanor, level of respect, professionalism, positive attitude and instincts necessary to appropriately represent the Foundation

Education/Experience:

  • A minimum of five years Executive Assistant experience required
  • Experience with Microsoft Office programs such as Word, Excel, Power Point, and Outlook is required
  • Experience with Salesforce or other CRM database systems is preferred

To apply, send resume to christine@hartmanconsulting.net