Executive Assistant to the CEO and to the Chairman of the Board

The ideal candidate is a motivated, perceptive, energetic and articulate multi-tasker with outstanding writing, verbal and organizational skills. The Executive Assistant will manage the day-to-day administrative needs of the executive office and serve as a primary point of contact for internal and external constituencies including senior management, board members, donors, renowned scientists and various representatives from the media and creative communities.

Responsibilities:

• Manage calendars, travel, appointments, databases, accounting and correspondences for both the CEO and the Chairman.
• Manage and schedule a high volume of meetings; coordinate logistics and prepare agendas and itineraries.
• Prepare high-level documents including reports, presentations and remarks.
• Create meeting prep materials including background research and bios.
• Manage all incoming and outgoing telephone calls.
• Manage CEO’s and Chairman’s contact database.
• Schedule Board of Director meetings and oversee onsite details including venue and catering. Assist with the preparation and distribution of Board materials.
• Take clear and concise minutes for high-level meetings, keep accurate meeting records.
• Create and maintain an orderly and environmentally-friendly workspace.
• Communicate on executives’ behalf and practice good judgment in handling confidential information.
• Be a prudent/professional, yet affable/approachable gatekeeper.
• Manage and assist on special projects as needed.
• Assist in development and fundraising projects with high-level donors.

Qualifications and Special Requirements:

• Bachelor’s degree.
• 3 - 5 years administrative experience working in fast-paced office environment. (Journalism, media, education industries preferred but not required.)
• Excellent writing, proofreading, project-management and research skills.
• Acute time-management, keen attention to detail, superior organizational skills, ability to multitask and take initiative.
• Ability to self-start and excel in a high-pressure environment.
• Proficiency in a variety of software and online platforms, such as Microsoft Office Suite, Gmail, Google Drive, Mac and PC products.
• Professional maturity, strong interpersonal and group skills, and a sense of humor.
• Understanding of appropriate conduct when engaging with high-level participants, donors, guests, and others
• Knowledge of media, theater, and/or live event production a plus.