Posted August 7, 2014
|Offered By||National Trust Community Investment Corporation (NTCIC) |
Office of President & Chief Operating Officer
Washington , District of Columbia
The National Trust Community Investment Corporation seeks an Executive Assistant for the Executive Office of the President and Chief Operating Officer (COO). The Executive Assistant is responsible for coordinating the day-to-day operations of both President & COO's offices in an smooth and efficient manner and representing both executives to others.
- Serve as the first point of contact for the President & COO for staff, Board Members, Trust colleagues, and clients. Act as a liaison for the President & COO as needed.
- Meet regularly with the President & COO to advise most efficient and effective time blocks for calendar appointments and review task lists for both executives. Meet with both President & COO on a weekly basis to review tasks & schedule for following week.
- Draft & send, as needed, correspondence on behalf of the President & COO and set up out of office notifications for voicemail, email and iPhone as needed.
- Assist in maintaining updated contact lists for President & COO’s outlook address book. Update and edit group addresses, and Board committees in Outlook.
- Prepare expense reports for self, President & COO, within 2 weeks after credit card statements have been distributed.
- Establish and maintain a strong working relationship with National Trust for Historic Preservation (NTHP) Executives and their Staff.
- Open, sort and maintain all incoming mail addressed to the President & COO
- Maintain electronic files used by President & COO on shared drive.
- Arrange travel for President & COO with consideration to cost, accommodation preferences, conveniences and travel schedule.
- Answer the President’s direct phone line, follow up on general questions and requests. Address phone and email messages.
- Assist with responsibilities of public policy efforts, as needed.
- Assit with the approval of time reporting for President and direct reports.
CHIEF OPERATING OFFICER-SPECIFIC DUTIES
- Answer the COO’s direct line when absent from office or on another line.
- Assist with special projects that arise.
- For all departments, schedule regular status meetings that involve President and/or COO.
- For all staff meetings, schedule the date & time, coordinate the agenda with Senior Management, collect materials from staff, create the powerpoint presentation & drive the laptop for presenters.
- Serve as a member of ad hoc staff committees, as needed.
- Plan and execute staff social events every 3 months within an agreed budge.
- Ensure birthdays & anniversaries are thoughtful & comparable for all staff.
- Maintain office shared calendar with office-wide deadlines, celebrations (birthdays), staff travel, staff sick/annual leave, & conference room reservations
- Arrange registration, travel and accommodations for President, COO, and staff (when necessary) for offsite meetings, conferences, retreats and Board Meetings.
- Support the Public Policy Manager with scheduling, Board Member communication and special projects, as needed.
- Support New Market Tax Credit Compliance Manager with projects as needed, such as coordinating advisory board meetings or materials.
- Support Communications and Marketing Manager with projects as needed such as preparing marketing materials and executive office presentations.
- Support Office Manager with mail distribution, office supplies inventory tracking, and any HR-related meetings/emails that involve the President and/or COO.
- Serve as office point of contact when President, COO, and Office Manager is absent.
- A Bachelors degree (or equivalent related work experience) required and 5-10 years of Executive Assistant experience required, including experience in office management, meeting coordination and scheduling. Ability to assess office needs and organize systems.
- Must have high level of expertise in Microsoft Office software including Outlook, Word, Excel, & Powerpoint.
- Excellent organizational skills, efficient work management skills, written/verbal communication skills and professional telephone presence essential.
- Ability to balance staff demands of President & COO with the constraints of ever-changing schedules is key.
- Ability to work well under pressure, excellent interpersonal skills, and a cheerful disposition are required.
- Strong verbal communication skills and excellent writing, editing and grammar skills.
- Ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion, with ability to adapt and be flexible in a dynamic work environment.
- Demonstrated experience interacting effectively with high level stakeholders and the public.
- Must be highly motivated, dependable, organized, comfortable working in a team setting, and a conscientious self-starter.
- Basic analytical and problem solving skills, including issue identification and prioritization..
- Basic project-coordination skills, and ability to achieve results with only moderate supervision.
- Excellent attention to detail.
- Experience supporting outreach to and engagement of culturally diverse audiences and partners a plus.
How to Apply
To apply, please include a cover letter in the body of a message and email your resume as a Word, PDF or Text document to 196605-CSfirstname.lastname@example.org.
The National Trust for Historic Preservation an equal opportunity organization and does not discriminate on the basis of race, color, religion, national origin, sex, age, sexual orientation, veteran status, or disability. The National Trust for Historic Preservation actively seeks opportunities to include members of these groups in its programs and activities.