Executive Assistant

The Executive Assistant can expect to…

• Provide executive support at a high level, regularly anticipating the ED’s needs, assessing priorities, and acting efficiently, proactively and quickly to keep projects moving
• Coordinate the ED’s schedule with internal teams and external stakeholders
• Manage meeting preparation, note taking, and follow up for key meetings 
• Draft correspondence and materials for the ED 
• Serve as main point of contact and first response for inquiries and requests
• Arrange travel and event logistics, sometimes traveling with the ED

Responsibilities:

Executive Management

• Proactively keeps track of Executive Director’s short-term, long-term, and emergent priorities; enhancing daily workflow, navigating conflicting demands and intervening independently or delegating as appropriate
• Serves as ED’s liaison and representative, managing and organizing email accounts, Google Drive, etc., and making strategic decisions about what needs the ED’s attention and what can be responded to on his behalf
• Leads scheduling internally and externally, staying well versed in the ED’s affairs and ensuring that time is allocated to the highest priorities
• Maintain communication with key stakeholders, both internally and externally; Support the cultivation of strategic partnerships and relationships
• Uses discretion when dealing with sensitive and confidential information

Executive Administrative and Project Support

• Concurrently tracks and manages multiple workflows; prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures and input required from multiple stakeholders
• Creates meetings and associated timelines; prepares and distributes meeting notifications, materials, notes, and follow-up; and manages all correspondence and meeting execution accurately and efficiently
• Ensures efficiency, accuracy and quality control for tracking and reconciling ED’s expenses, organizing receipts, and submitting documentation for purchases and reimbursement
• Conducts research; drafts memos and written communications to external stakeholders as needed
• Leads and supports other administrative projects as directed by ED; ensuring that they are accomplished in a timely and accurate manner

Travel and Events

• Flawlessly manages significant travel for the Executive Director; prepares, tracks and coordinates ED’s briefings, travel arrangements, meeting schedule, etc. 
• Travels independently and with the ED (up to 10% of Executive Assistant’s time) as requested
• Manages and/or provides logistical support to special events including but not limited to running the invitation and confirmation process, the strategic planning of content, and fielding requests according to ED’s availability.

Required Qualifications 

• At least five years of administrative support experience at an executive level, ideally in a social justice or nonprofit environment
• Strong organizational skills including the ability to perform and concurrently prioritize multiple projects with competing timelines, flexibly adjusting work plan according to shifting priorities
• Excellent verbal, written, presentation, communication and facilitation skills required, including transcribing, proofreading and editing, with exceptional attention to detail and accuracy.
• Maintains an understanding of the current social/political environment, with knowledge of and commitment to movements for immigrant rights and workers’ rights, as well as racial economic justice.
• Excellent interpersonal skills; ability to communicate and engage with colleagues, external stakeholders, and public figures, including government officials, effectively and appropriately. 
• Skilled at coordinating meetings and travel arrangements.
• Experience with office equipment and software applications including MS Office, Google Suite, etc.
• Able to use discretion and maintain a high degree of confidentiality

We encourage applicants who have a passion for this work to apply even if your experience differs or doesn’t meet every single requirement that has been outlined here.

Please include responses to the following questions in your cover email. Resilience Force will not review or advance applications that do not include responses to these questions.

• Tell us what drew you to this position at Resilience Force? (100 words max)
• Tell us about a time where you had to manage competing priorities within a dynamic, rapid response environment. How did you engage stakeholders across teams to ensure that deadlines were met? (150 words max)
• How would you describe your experience “managing up”/proactively supporting an executive or supervisor? (150 words max )

To apply, please email your resume and answers to the questions above to Molly Bartlett, Resilience Force Managing Director, at hiring@resilienceforce.org