Executive Assistant – Company Summary:
An independent U.S. nonprofit 501(c)(3) grant-making and research organization dedicated to reducing preventable deaths worldwide. Our mission focuses on supporting individuals seeking healthier alternatives and effective strategies for long-term wellness. We work to identify and address the unique needs of people looking to transition away from harmful, combustible products and toward safer, evidence-based solutions.
Executive Assistant – Position Summary:
We are seeking a “fully remote” experienced and motivated Executive Assistant to provide high-level support for its Executive Board Chair and President, Chief Legal Officer. This prominent position requires a forward-thinking, strategic team member who will be responsible for managing executive calendars, including scheduling meetings, appointments, events, and travel arrangements as well as agendas, materials, and follow-up actions for meetings. Additionally, the Executive Assistant will draft and format correspondence, and presentations, and assist in the preparation and distribution of board materials, minutes, and meeting logistics. Serving as a positive ambassador of the Executive Office, the Executive Assistant will interact professionally with staff, board members, donors, and external partners around the globe. The successful candidate will be able to thrive in a fast-paced and dynamic environment while balancing multiple projects and competing priorities in an efficient manner.
Executive Assistant – Responsibilities:
- Provide high-level administrative support to the Executive Board Chair, and the President, Chief Legal Officer, serving as a trusted partner in managing time, priorities, communications, and confidential information
- Perform electronic file management, calendar management (including scheduling calls and meetings), travel support, and expense reporting
- Serve as a liaison between the Executive Office and internal/external stakeholders and support a smooth functioning Executive Office
- Support preparation for meetings, presentations, and events, including preparing agendas, materials, and follow-up actions
- Utilize templates to create first drafts of communications, contracts and other legal and business documents
- Under supervision, provide significant assistance in maintaining Global Action’s corporate books and records
- Under supervision, serve as liaison with the Board of Directors, including scheduling and noticing Board and Committee meetings, and preparing pre-reads for meetings and organizing and posting them to Global Action’s secure board portal
- Provide “sounding board” active listening and the application of knowledge and expertise to problem solve a broad range of areas that impact operational progress
- Additional duties as may be assigned
Executive Assistant – Qualifications:
- Bachelor’s degree REQUIRED
- 8-10 years executive administrative experience
- Experience working for a nonprofit organization
- Experience working in law firm or legal department and/or with contracts
- Demonstrated understanding of a grant making organization
- Prior work for high level executive, especially President or General Counsel
- Familiarity with use of on-line board portal, which provides a centralized and secure location for board materials
- Ability to communicate effectively and professionally verbally and in writing with critical stakeholders, including board members, grantees, and potential funding partners
- Discretion, judgment, and appreciation for working with highly confidential information
- Proficient in Microsoft Office, including Word, Excel, PowerPoint, and Outlook
- Attention-to-detail and quality are critical to success
- This position is fully remote, although occasional trips to New York City will be required for meeting with the team, Board meetings, and other meetings
- Will only consider candidates who live within the NYC metro area (New York, New Jersey, Connecticut)
Executive Assistant – Benefits:
- Competitive salary and the potential to earn a year-end discretionary bonus
- Comprehensive health care (medical, dental, vision), and voluntary benefits, which start on your first day of employment
- 401(k) plan, which includes an employer contribution match, which vests immediately
- Unlimited Paid Time Off Policy
- Generous holiday time off
- Paid leave options, including parental
Job Type: Full-time
Pay: $90,000.00 - $100,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
Work Location: Remote