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Executive Assistant

Deadline: Until filled

Location: California, USA

Organization: Global Fund for Women

OVERVIEW

Global Fund for Women’s vision is a world where every woman and girl is strong safe, powerful, and heard. No exceptions. We are a global champion for the rights of women and girls using grantmaking and advocacy to propel global movements for women’s rights.

JOB SUMMARY

Global Fund for Women is seeking an Executive Assistant to support the organization’s CEO and COO. This is a senior administrative role, with high levels of interaction with the Board of Directors, as well as VIPs, partners and donors. It will suit an individual with a proactive mindset, exemplary organizational skills and a strong affinity for global affairs and women’s rights. The role involves considerable interaction with Board members and stakeholders all over the world. The position holder must enjoy – and be highly competent in – working across time zones and geographies and with people of diverse nationalities, identities and cultures.

ESSENTIAL JOB FUNCTIONS

Communications
• Facilitates communications from the organization’s leadership to staff, Board, partners and donors. Responsibilities include: drafting and editing emails and correspondence; screening calls and emails; and creating and distributing PowerPoint presentations, agendas, and meeting notes. 
• Liaises closely with Communications staff to support CEO and COO speaking and media opportunities, and assists in preparation, logistics, and research for such opportunities.  
• Participates in answering main organizational phone line and directing calls

Board of Directors
• Is the primary logistics person for the organization’s global Board of Directors, representing people in time zones and locations all over the world. 
• Oversees calendar of meetings and ensures that scheduling, pre-reading and content is prepared to a high quality standard on a timely basis
• Organizes and supports planning for in-person and virtual Board and Committee meetings, including (where relevant) travel, venue, accommodations, and expense tracking
• Collates, creates and circulates presentations and documentation for Board and committee meetings
• Take Board meeting minutes, and meetings for Board committees

Calendar and Schedule 
• Schedules and maintains calendars for the CEO and COO. Manages related communications, calendars, briefings, and related scheduling Works with front-line fundraisers on scheduling for all CEO/donor meetings.
• Works proactively to ensure that the CEO’s calendar is up-to-date, and coordinated with appropriate staff and teams. Vets opportunities for the CEO in consultation with relevant staff
• Makes travel arrangements, including flights, hotels, and ground transportation for the CEO and COO

Projects and Senior Staff Support
• Staffs the CEO and COO at key meetings and events (ensuring appropriate tracking, notes, contacts and follow up) 
• Undertakes key projects at the request of the COO and CEO; for example, organizing all-staff retreats, researching and securing new external vendors, and producing new organizational documents and materials

Finance, Expenses and Administration 
• Manages CEO and COO expense reports
• Follows up on reimbursements for CEO and COO travel
• Tracks financial/budget reports, and updates expense information for the Finance & Administration team
• Develops and maintains filing systems 
• Offers occasional administrative assistance to other members of the Executive Team.

Events Support
• Serves as a member of the organization-wide events committee
• Manages assigned events – especially events associated with Board meetings
• Attends and staffs other key events, taking care of appropriate logistics

Teamwork
• Develops strong working relationships with staff in all areas of the organization.  
• Participates in cross-functional work-teams and other teams as appropriate

Other
• Follows organization policies and procedures
• Represents the Global Fund for Women in a positive way within the organization and in interactions with individuals and organizations external to the Global Fund for Women
• Other tasks as requested by the COO & CEO

ORGANIZATIONAL RELATIONSHIPS

Internal: The Executive Assistant reports directly to the COO. In addition to daily working relationships with the CEO, the Executive Team, and Global Fund for Women staff, the Executive Assistant also has regular contact with Board members and all other staff teams.

External: As a representative of Global Fund for Women, the Executive Assistant will have periodic contact with donors, institutional partners, vendors, consultants, and community leaders in relationship to the CEO’s and COO’s responsibilities.

KNOWLEDGE, SKILLS, AND ABILITIES

Required
• Excellent writing and editing skills 
• High degree of fluency with Word, Excel, PowerPoint, Box, Outlook and Salesforce
• Demonstrated ability and aptitude in managing complex schedules across time zones
• Sound judgment, and absolute discretion with confidential information
• Adept at using virtual meeting platforms and online collaboration tools 
• Self-driven: demonstrated ability to take initiative, work with minimal supervision, and work independently when necessary
• Strong interpersonal communications skills with the ability to develop strong internal and external working relationships 
• Able to demonstrate sensitivity to and appreciation for diverse viewpoints and different communication styles in a multicultural environment
• Strong interest in and commitment to women's issues
• Ability to engage in occasional travel; for example to attend and support Board meetings in New York or internationally
• Ability to accommodate occasional requests and queries outside San Francisco business hours (e.g. aligned to CEO & COO travel and time zones)
• Skill in working in a fast-paced environment with flexibility to adjust to changing priorities

Preferred
• Experience in Nexonia or other financial tracking systems
• Interest in global affairs

EDUCATION AND EXPERIENCE

• Bachelor’s degree
• Minimum five years of executive assistant experience, including providing CEO-level support
• Nonprofit experience

The Global Fund for Women is an equal opportunity employer.  We do not discriminate on the basis of race, color, religion, national origin, ethnicity, disability, age, sex, gender identity or expression, sexual orientation, or any other status protected by law.  Women, people of color, and LGBTQI candidates are strongly encouraged to apply.  Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

How to apply:

Apply here

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