Executive Assistant Job at Global Communities in San Diego

Overview

Global Communities works at the intersection of humanitarian assistance, sustainable development and financial inclusion to save lives, advance equity and secure strong futures. We support communities at the forefront of their own development in more than 35 countries, partnering with local leaders, governments, civil society and the private sector to achieve a shared vision of a more just, prosperous and equitable global community.

The Executive Assistant (EA) is a key contributor to the operational efficiency of the Executive Office, providing meticulous administrative support to the Senior Executive Administrator and President & CEO (CEO). This individual is adept at managing a diverse range of administrative tasks and projects, ensuring the seamless and timely functioning of the Executive Office. The EA is a model of professionalism and discretion, representing the Executive Office with finesse and ensuring confidentiality in all dealings. This position is in-person, based in the DMV area; with in office days to match those of the CEO.

Responsibilities

* Provides both high-level and routine administrative tasks and projects for the Executive Office, primarily for the CEO and the Board of Trustees, both onsite and remotely, under the direction of the Senior Executive Administrator.

* Manages and supports the CEO with external and internal meetings, capturing minutes and action items, and greeting guests at the office.

* Organizes and provides onsite support for special events including yet not restricted to conference planning, retreats, external and internal meetings.

* Manages the CEO's intricate schedule, ensuring efficient scheduling, coordination, and preparation of meetings and events, while also maintaining a collaborative approach and providing support to the Chief of Staff.

* Arranges domestic and complex international travel, including field coordination, entry requirements, travel briefing packages, security briefings and processes expense reports for the CEO and Board of Trustees.

* Manages Executive Office procurement and invoicing needs and invoice processing.

* Prepares correspondence, reports, and presentations; conducts research and provides recommendations.

* Ensures the CEO's direct reports complete timesheets, leave forms, and travel requests in a timely manner; reviews and approves said requests and reports.

* Maintains accurate and up-to-date files, records, and SharePoint page for the Executive Office.

* Builds positive relationships and liaises with all staff as needed to ensure a smooth working relationship with the Executive Office and ensures necessary arrangements and information are shared

* Other duties may be assigned as business needs arise

POSITION SPECIAL RESPONSIBILITIES:

* No supervisory responsibilities.

* Weekend and evening work will be required in preparation for and during board meetings, and other events as needed.

* Phone calls, emails and other messages will require response during non-business hours.

* Lead by example and promote a culture of excellence, inclusion, learning, support, diversity and innovation.

Qualifications

* Undergraduate degree in a related discipline and a minimum of four years of related work experience or a minimum of eight years of related work experience.

* Experience must include four years in a senior administrator role supporting a President and/or CEO or C-suite Management.

* Experience working for an international organization and/or fast path environment.

* Familiarity with international development, non-profit organizations, donor relations, and USAID, is highly preferred.

* Proven ability to maintain the highest degree of confidentiality and discretion.

* Excellent verbal and written communication skills. Fluency in English. Abilities in a second language preferred.

* Demonstrated ability to manage difficult or sensitive situations with good judgement and discretion.

* Proactive, courteous and professional demeanor. Multicultural sensitivity. Must be able to always maintain a calm and professional attitude.

* Excellent computer skills including word processing, spreadsheets, presentations, graphics, use of communication applications, preferably with Microsoft 365 experience.

* Experience in or willingness to learn Concur Travel & Expense system.

* Must be flexible, extremely well organized with an attention to detail. Adept at follow-through, especially in the management of detail and juggling multiple priorities.

* A willingness to do what is needed to get the job done.

* Capable of handling several tasks simultaneously and self-managing time and task priorities.

* A proven team player that understands work is not done in a vacuum.

* A passion for the mission and values of Global Communities.

Application Instructions

To be considered for this position, please apply (including your resume and cover letter by 10/17/2024 . Applications will be reviewed on a rolling basis until the job has been filled.

Location and Work Schedule

This selected candidate can be based in Silver Spring, MD. Candidates must be authorized to work in their preferred country without any restriction.

This role is on a hybrid/telework schedule. The selected candidate is expected to work at least twice as week (Tuesday, Wednesday, or Thursday) from either our San Diego or Silver Spring office and the remainder of the week from an approved remote location.

Salary and Compensation

The estimated salary for this position is between 75,145-93,931. Final salary will be based on several factors including qualifications, geographic location, experience, and internal equity. Global Communities provides a comprehensive benefits package; please note that this position is not eligible for allowances.

Safeguarding Policy

Global Communities holds strict safeguarding principles and has a zero-tolerance policy for conduct of sexual exploitation, abuse, and harassment. In the process of recruitment, selection, and appointment, Global Communities will conduct robust reference and background screening checks, including international vetting as a signature of the Global Misconduct Disclosure Scheme to ensure children and vulnerable adults are safeguarded, and abuse is prevented. The incumbent is required to carry out their duties in accordance with Global Communities Safeguarding policy and the Standards of Conduct.

EEO/ADA

Global Communities is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Global Communities complies with all applicable provisions of the ADA and makes reasonable accommodations for applicants and employees with disabilities unless it provides undue hardship to the organization. If reasonable accommodation is necessary to participate in the recruitment process, please contact recruitment@globalcommunities.org.