Executive Assistant to the Director and President
||Executive Assistant to the Director and President
Reporting to the President and Director, the Executive Assistant has direct responsibility for day-to-day management of the office and provides general administrative support to the President and Director. This is a highly visible position responsible for a wide range of complex and confidential tasks, often necessitating handling of sensitive information. The position carries substantial responsibility and requires a broad range of skills and the ability to exercise considerable judgment, initiative, discretion, and independence while interacting daily with trustees, corporation members, Institution administrative and scientific offices and operations, and with senior-level staff and visitors from external governmental, scientific, research and education institutions, universities, and other organizations.
- Serves as primary contact and authoritative information source on President and Director’s activities and responds to internal and external inquiries about Institution operations.
- Communicates effectively and frequently with a variety of constituencies, including vice presidents, science department chairs, science department administrators, senior managers, members of the Board of Trustees and Corporation, major prospects, donors, government officials, and others.
- Interprets and applies administrative procedures; takes initiative and makes timely and informed decisions and recommendations related to administrative issues in the President's office.
- Maintains master calendar of events and daily log of activities for the President and Director; arranges meetings, appointments, travel schedules, and manages logistic details.
- Is responsible for preparation, analysis, and monitoring of all office budgets, including forecasts.
- Reviews, answers, and routes, as appropriate, all incoming correspondence addressed to the President and Director.
- Reviews, organizes, and assigns priorities as needed to all incoming emails addressed to the President and Director.
- Provides general administrative support and implements policies and procedures for production of documents, workflow, filing, ordering of supplies and equipment, and records maintenance.
- Assists the President and Director with preparation of multimedia presentations for both internal and external audiences, and maintains files and databases with historical data on a variety of topics.
- Prepares agendas, correspondence, and memoranda, composing responses for the President and Director as appropriate; prepares proposals, manuscripts, reports, and other written material as needed.
- Handles and maintains sensitive files, including financial and personnel files and classified materials for which knowledge of security procedures is required.
- Assists with planning and managing special functions and events for the President and Director and the Clerk of the Corporation.
- Coordinates and arranges complex travel and accommodations for visitors from funding agencies, other institutions, corporations, government officials, and representatives from other countries.
- Gathers, assembles, and analyzes information and data from a wide variety of sources in response to the initiatives of the President and Director. Assists in the preparation of reports to ensure timely and accurate communication of information.
- Originates and approves, as necessary, purchase requisitions, travel authorizations and vouchers, and requests for payment, and reconciles President and Director’s corporate credit card accounts.
- Provides general administrative support to the Director of Government Relations and the Special Assistant for Strategic Planning.
- Mentors junior administrative support personnel.
- Performs other related duties as the President and Director may deem necessary.
Desired Education/Experience for Hiring
Bachelor’s degree with minimum 10 years of increasingly responsible related experience, preferably within a scientific environment, or equivalent combination of education and experience. Demonstrated ability to organize and plan, with a proven ability to work independently and under pressure. Superior communications and computer skills essential.
Last updated: February 25, 2013