Role purpose

Under the guidance of the Executive Administrator, the Executive Assistant provides high-level administrative support to the CEO's office and Board of Directors. The Executive Assistant will perform clerical functions – preparing correspondence, handling confidential information,  and taking notes at meetings. They will be responsible for calendar management (arranging conference calls among vast time zones) and travel logistics. They will be responsible for establishing and maintaining filing systems, handling information requests, and occasionally conducting research.

Major Duties and Responsibilities

• The role will report to the CEO and assist both the CEO and the Administrative Officer.
• Manages an extremely active calendar of appointments and bookings for the CEO.
• Prioritizes conflicting needs, acts promptly, and sees projects through to successful completion, often under tight deadlines.
• Manages CEO and board travel logistics, including bookings, visas, and accommodations. Prepares documents and itineraries for travel meetings.
• Writes and edits correspondence and documents for CEO, board members, donors, and colleagues.
• Maintains confidentiality in all matters.
• Prepares the expense reports of the CEO.
• Keeps the donor database updated with actions of the CEO.
• Provides research for the CEO as necessary.
• Administrative preparations, scribing, and reporting for numerous meetings.
• Updates and maintains the CEO’s social media accounts and collaborates with the Communications team on the organization’s official accounts.
• Manages and schedules internal and external meetings, working closely with other administrative and support staff in many cases.
• Acts as a personal assistant to the CEO.

Position Specifications

Essential Values and Competencies

• Commitment to the guiding principles, mission, and values of The Oganization
• Transparency and accountability
• Critical thinking, analysis, and proactivity
• Build strong interpersonal relations from the role – across both organizations (up, down, and across and externally)
• Influencing & resolving differences across boundaries
• Self-awareness and insight

Essential Knowledge, Skills, Abilities and Experience

• Significant relevant experience in a similar role in a similar organization.
• Excellent organization skills with extensive experience in project and program management, ability to develop, monitor, and evaluate an operational plan with multiple projects, multiple deliverables, and deadlines; ability to plan, organize, and lead the implementation of plans and processes.
• Meticulous with exceptionally strong follow-up and follow-through skills.
• Excellent interpersonal understanding, relationship building, and interpersonal skills to build strong alliances with diverse constituencies.
• Experience working with diverse communities from multiple identities across the globe, in a virtual environment.
• Ability to work under high-pressure situations and meet tight deadlines.

• English fluency is a must, and Spanish is desirable. Proficiency in addition languages is an advantage.

• Writing, proofing, and editing skills. Ability to adjust tone and style to address a variety of audiences appropriately.
• Strong expertise in the use of various software and a high level of computer literacy (MS Office Suite, Google Apps, instant messaging, and virtual team collaboration software such as Trello, Zoom, Slack, Asana, Egnyte, and Adobe).
• Ability to travel within the US and the rest of the world (approx. 2 weeks per year).

Desirable Knowledge, Skills, Abilities, and Experience

• Relevant lived experiences related to the organization’s work and community.

Terms of Appointment

Role based in USA:

The gross annual salary for this role starts at USD 70,000 for candidates based in the United States.

Role based in other locations:

Compensation may vary for candidates located outside the U.S., reflecting organizational compensation practices.

• Group medical and life insurance.
• Paid time off (20 vacation days, 15 sick days, four personal days, and up to 11 paid public holidays).
• Contribution to retirement savings matching up to 4%.
• Remote work and flexible work arrangements.
• Final candidate might be asked for a call with the CEO.

Role Location

Remote:

The role's location should align with a time zone within two hours ahead or behind Mountain Time (GMT-7 or GMT-6 during Standard Time), to ensure seamless collaboration across teams and stakeholders.

How to Apply

To apply for this position, please ensure you complete the Application Form provided below by 10 February 2025 (23:59 hrs, GMT -5 ). It is essential that you submit your CV in English, specifically in Microsoft Word format (.doc/.docx), not exceeding 10MB.

Applications in other languages or formats will not be considered.

Rest assured, all information will be handled with the utmost confidentiality.

SRI Executive is exclusively retained by the Global Greengrants Fund to undertake this assignment.