Country: United States of America
Closing date: 11 Jan 2015
POSITION DETAILSPosition Title: Executive Assistant to the CEO Office Location: Washington, DCSupervisor Name: Mark Viso Supervisor Title: CEO New or Replacement: Replacement Full or Part-Time Full-Time Candidate Identified: N/A Project End Date: Grade 8 Exempt Date Posted: JOB DESCRIPTION Pact Overview At the heart of Pact is the promise of a better tomorrow. The promise of a healthy life. Of a decent livelihood. Of sustainable natural resources that benefit communities. Now more than ever in its 42-year history, Pact is helping millions of people who are poor and marginalized discover and build their own solutions and take ownership over their future.
Pact’s promises are fulfilled in partnership with local communities. Our integrated approach to building the capacity of local organizations, developing good governance and cultivating markets is carried out by individuals who adapt our expertise to their own environments and challenges.
Pact enables systemic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy, and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems, and transforming markets into a force for development. Department Overview The Office of the CEO develops and implements Pact’s strategy and oversees all operational and financial matters of the organization. The team consists of a small group of professionals dedicated to supporting Pact’s CEO with decision making, day-to-day management of the organization, and execution of strategic priorities and initiatives. The Office of the CEO interacts with staff from a wide cross-section of the organization and leads many of the most high-profile projects the organization embarks upon. This office also supports the CEO with Board of Director engagement and communication as well as oversight of Pact’s subsidiaries. Position Purpose The Executive Assistant to the President and CEO is the first point of contact and as such plays a significant role in presenting the President and CEO’s image to internal and external stakeholders. The Executive Assistant to the President and CEO has primary responsibility for providing a wide range of complex and confidential administrative support to the CEO and the office of the President and CEO. This position coordinates various activities and ensures that the department’s day-to-day operation is efficient and effective. In addition, this position must provide excellent customer service, demonstrate initiative, take ownership of responsibilities, and complete projects with positive results. The Executive Assistant to the CEO will handle a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. The Executive Assistant to the CEO must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a busy executive, his complicated travel schedule, board meetings and interacting with other senior leaders. Key Responsibilities · Exhibits a total commitment to maintaining high quality service standards and demonstrates service excellence skills in dealing proactively with staff, board, partners, visitors, and all Pact contacts.
Administration
· Anticipate needs of the CEO and act as gatekeeper, understanding organizational, staff, board and donor priorities
· Competently and professionally handle information that is sensitive, complex and confidential in nature
· Prepare briefing materials for internal and external meetings
· Coordinate and manage executive's complex schedule, exercising judgment, professionalism and tact
· Arrange programs, events and conferences by identifying and selecting facilities and caterer, issuing information or invitations, coordinating travel, coordinating speakers, and controlling event budget
· Schedule and coordinate extensive domestic and international travel, speaking engagements, conference calls and department, team and 1:1 meetings
· Prioritize and manage information coming into and going out of the Executives’ offices – circulate information appropriately, document and share with appropriate staff, external individuals and organizations.
· Compose and edit correspondence as authorized on behalf of the CEO, coordinate follow-up and outreach to key individuals and organizations
· Prepare, review, track and process all expense reports and reimbursements on behalf of the office of the President and CEO.
· During absences, monitor all communications (email/mail/phone), forward to the appropriate staff person for action
· Perform research on various issues, policies, donors, potential board concerns and organizations as required
· Manage corporate credit card and handle all procurement for the office of the President and CEO
· Answer route telephone calls, transmitting decisions and instructions and answering inquiries to aid executive in the resolution of routine matters. Receive and assist visitors, recommending other contacts for them, as appropriate.
· Remain knowledgeable of corporate policies, systems, organizational history, goals, philosophies and mission
· Take meeting minutes, compose and prepare confidential correspondence, reports and other complex documents
· Ensure executive bios are updated and respond to requests for materials on executives
· Oversee special events, assist with planning staff meetings and office celebrations
Board Liaison
· Support all board activities including board committee meetings: preparation of materials/board books, managing proceedings, minute taking, travel arrangements, lodging, meal planning, record keeping and follow-up
· Plan and facilitate board member travel to headquarters and partner with field offices in handling all international travel logistics for international board meeting
· Develop board and committee agendas, notices, minutes and resolutions for corporate meetings, with review by CEO and executive leadership team.
· Establish and maintain confidential board filing systems, including board and board committee files and corporate governance/policies and resolutions; in a way which permits timely and accurate reference to business matters
· Develop, maintain and serve as the main point of contact for the board online portal and maintain/update all information, post all board material and relevant documents
· Obtain and track information, photos and bios for all new board members on a website and/or any other internal and external sources
· Vet proposed new board member candidates and staff both Executive Committee of the board and Board Governance Committee
· Design, prepare and conduct board orientation for new members– organizing staff participation
· Perform other duties and special projects as assigned Basic Requirements · Bachelor’s degree and at least six (6) years of relevant experience (or equivalent)
· Demonstrated experience in supporting a board of directors
· Proven track record in managing confidential information with discretion
· Demonstrated strong analytical skills with ability to quickly interpret and organize data and information.
· Experience in project management with proven ability to multi-task and manage around changing priorities.
· Proven experience working effectively with employees at all levels. Preferred Qualifications · Strong communications skills, including the ability to make a presentation.
· Ability to problem-solve difficult issues.
· Good negotiating and conflict resolution skills.
· Strong understanding of budgets.
· Working knowledge and understanding of donor policies and regulations.
· Competence using common desktop applications and internal systems. Reviewed for Accuracy By: Date: 07/8/14
Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.
How to apply:
To apply for our position, please visit our website at www.pactworld.org
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