Job Description

We are seeking a tenacious and proactive career Executive/Personal Assistant for our client, a founder of a consulting firm with a focus on philanthropy and advisory services. The Assistant (EA/PA) will play a pivotal role in ensuring the Founder/Executive Director stays organized, productive, and focused on high-level priorities. This role involves managing multiple professional and personal responsibilities, handling complex scheduling, coordinating travel, and proactively addressing operational needs. The ideal candidate has a “can-do” attitude, anticipates needs before they arise, and thrives in a dynamic environment.

Key Responsibilities:

• Comprehensive Calendar & Inbox Management: Oversee multiple inboxes and complex calendars, ensuring appointments and meetings are efficiently scheduled and conflicts are minimized. Draft, proofread, and respond to professional communications on behalf of the Executive Director.
• Travel Coordination: Arrange both personal and business travel, managing itineraries, accommodations, and all necessary logistics. Ensure smooth travel experiences by anticipating potential issues and proactively resolving them. The Ideal candidate has extensive experience booking both international and domestic travel and will also book family travel.
• Process Optimization & Efficiency: Identify opportunities to streamline workflows and implement systems that maximize the Executive Director’s time and efficiency. Maintain forward-looking strategies to keep tasks on track.
• Technical Document Drafting: Support the drafting of technical documents, including work plans, timelines, meeting notes, concept papers, and executive summaries. Assist in creating clear, concise communication related to global health and public health projects (subject matter expertise can be learned on the job).
• Expense Management: Track and reconcile expenses for both business and personal expenditures. Ensure timely submission of reports and adherence to budget requirements.
• Proactive Problem-Solving: Flag emerging issues before they escalate, proposing thoughtful solutions. Anticipate the needs of the Executive Director and provide options to facilitate smooth decision-making.
• Personal Assistance: Handle personal tasks for the Executive Director, including running errands, researching projects, coordinating home office and property maintenance, and overseeing improvements for rental properties.
• Special Projects: Assist with various ad-hoc projects, offering research support and organization to keep things on track and help drive key initiatives forward.

Qualifications:

• Minimum of three years of experience supporting a C-level executive in an executive assistant, personal assistant, or similar capacity.
• Highly organized with the ability to manage competing priorities in a fast-paced environment.
• Tech-savvy and comfortable utilizing modern tools and technology to create efficiencies.
• Proactive, with a natural ability to anticipate needs and solve problems independently.
• Strong writing and communication skills, with the ability to draft professional correspondence and technical documents.
• Confidentiality and discretion are essential in handling sensitive business and personal information.
• Ability to think on your feet, pivot as needed, and maintain flexibility in managing multiple tasks.
• Forward-thinking , with a continuous improvement mindset.
• A team player who is personable and approachable, with a positive and professional demeanor.

Compensation & Benefits:

• Salary range: $80,000 - $90,000 per year, depending on experience
• Competitive benefits package including: Health, dental, and vision insurance
• Health and Dependent Care FSA
• Generous paid time off (vacation, sick leave, floating holidays)
• Technology stipend to support remote work

This is an exciting opportunity for a resourceful Executive Assistant looking to make a meaningful impact by supporting a leader in the public health space. If you're someone who thrives in a fast-paced environment, takes pride in your work, and enjoys creating efficiency, we encourage you to apply.

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