Executive Assitant

CLASP
Closing Date: 
Wed, 02/28/2018

Executive Assistant

CLASP is looking for an exceptionally perceptive, multitasking and self-motivated, Executive Assistant to support the Chief Executive Officer (CEO) and the Senior Management Team (SMT, consisting of 4 additional people).

This exciting role requires superior attention to detail, a commitment to meeting deadlines, excellent organizational skills, and the ability to juggle multiple critical requests. A high level of integrity and discretion in handling confidential information, and professionalism while dealing with senior professionals inside and outside the organization is also important. The successful candidate will possess the ability to coordinate and complete complex administrative tasks quickly with little guidance, assess and react with appropriate urgency to situations that require quick turnaround, and take effective action without necessarily knowing the total picture. We are seeking someone with a facilitative (rather than blocking) demeanor, to serve a highly collaborative organization and impact-oriented senior team.

What You Will Do

As an Executive Assistant, you will support the CEO and SMT as well as other internal and external professionals, including the CLASP Board of Directors to drive key activities. You have an intuitive ability to anticipate needs and priorities. Responsibilities for this position include the proactive ownership of a busy executive calendar including frequent travel arrangements, the ability to coordinate complex international meetings and projects by working directly with key stakeholders, experience with compiling and organizing high volumes information, and a proven ability to plan-ahead and manage time effectively.

You will be expected to perform the following and other duties as assigned:

  • Manage and arrange complex calendar and scheduling requirements

  • Provide seamless support to senior leaders preparing materials for meetings and taking notes as required.

 

  • Manage space availability for the organization; assist with conferences, events, and meetings as needed

  • Travel coordination (both domestic and international); prepare the CEO for trips with itinerary, hotel information, transportation support, etc.; be available occasionally at odd hours for administrative or logistical support.

  • Time and expense reporting for CEO

  • Track and help drive completion of key deliverables and follow up on outstanding items

  • This position will work with other team members and teams across the rest of the organization in order to drive key activities.

  • Perform research for special projects

  • Pitch in with office management responsibilities as needed

Qualifications

  • 4 year degree strongly preferred

  • 5+ years stable Administrative experience, with at least 2 years executive experience

  • Excellent written and oral communication skills, including the ability to draft correspondences and other communications quickly with minimum direction.

  • Experience facilitating meetings

  • Keen attention to detail with ability to track and manage multiple projects at one time

  • Proficiency with Microsoft Excel, Word and Power Point / general computer literacy

  • Demonstrated ability to coordinate and facilitate the completion of large administrative projects in a timely manner, including meeting strict deadlines

  • Proactive and service-oriented but easy going personality

  • Self-starter with demonstrated ability to work both independently and within a team

  • Ease in getting along with team members at all levels

  • Ability to manage up

  • Consistency and a high degree of quality in work

  • Excellent execution

  • Curiosity and an interest in learning

  • Excellent judgment, discretion, and diplomacy

  • A high level of energy and enthusiasm

Compensation

The compensation package at CLASP is highly-competitive with international NGOs based in the United States. In addition to salary, the package includes health insurance, unlimited leave, holidays, and a retirement plan. Additionally, CLASP is committed to team members having a work-life balance through its flexible work policy.

To Apply

Please submit a resume, cover letter, and writing sample.

CLASP is an Equal Opportunity Employer. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or veteran status.