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Executive Assistant

2 months ago

Portland, United States Alliance for Global Water Adaptation Part time $25 - $32
Job DescriptionJob Description

Organizational Background

The Alliance for Global Water Adaptation (AGWA) is an international members-based non-governmental organization (NGO) working to develop, support, and mainstream climate-resilient water management through technical programs and policy processes. AGWA is made up of over 2700 members, largely professionals from the water community representing utilities, academia, development banks, NGOs, government agencies, financial institutions, and the private sector. A small secretariat runs the daily operations of AGWA, while many of its initiatives are crowd-sourced across the network. AGWA is headquartered in Oregon, USA but its activities take place globally. 

Job Summary

AGWA is seeking a motivated multi-tasker to serve as Executive Assistant to our Executive Director (ED), helping to carry out core administrative tasks to free up time for the ED to focus on organizational development and priority programs. The Executive Assistant will primarily be responsible for email management, scheduling, and travel support. This role requires a proactive individual with excellent communication skills, a keen eye for detail, and the ability to manage multiple tasks efficiently.

The Executive Assistant position will work directly with and report to the ED. This position will interact remotely with other staffers in the AGWA Secretariat on a regular basis through email exchanges, video calls, and other means.

AGWA’s work is international and collaborative in nature. As such, candidates can expect to interact with people from a wide range of disciplines, geographies, and time zones. The Executive Assistant will regularly interact with AGWA’s members as well as colleagues from other organizations on behalf of the ED to support the day-to-day operations of AGWA, field queries, ensure timely follow-ups, and to ensure the successful delivery of our numerous programs.

AGWA’s work culture is dynamic and fast moving and requires an independent, self-motivated and self-directed approach, with the flexibility to work across time zones, levels of formality, and culture. We may have more in common with a high-tech startup in our work culture than a more traditional NGO or think tank. We expect staff to communicate progress, problems, and solutions early and often in a deeply collaborative, practical, and (if possible) humble and even humorous way. We find that investigation, creativity, and learning are critical for successful outcomes for most of our projects. AGWA will stretch you Given our small size, the ability to troubleshoot is essential. So is the ability to ask for and receive help.

Please note, the position is for part-time employment estimated at 15-20 hours per week, depending on workflow. AGWA prides itself on the growth of its employees, and the responsibilities and associated volume of work for the position may expand over time, contingent on funding.

Key Responsibilities

Email Management

  • Screen and organize the ED’s email account, ensuring timely responses and prioritizing correspondence.
  • Draft, proofread, and send emails on behalf of ED.
  • Organize and maintain email folders, ensuring important messages are flagged and acted upon.

Scheduling and Meeting Support

  • Manage and coordinate the ED’s complex calendar, including scheduling meetings, appointments, and events with counterparts in multiple time zones.
  • Prioritize and resolve scheduling conflicts, ensuring optimal use of ED’s time.
  • Ensure ED is prepared for meetings, whether through briefings or support in drafting agendas.
  • Generating notes from meetings, whether through attendance or working with AI notetaking software.

Travel Support

  • Arrange and coordinate all aspects of ED’s travel, including flight bookings, hotel accommodations, transportation, and itineraries.
  • Troubleshoot any travel-related issues promptly and efficiently.
  • Support travel expense reporting by compiling and sharing receipts with appropriate AGWA staff.

Other Administrative Support

  • Act as a liaison between the ED and internal/external stakeholders.
  • Handle confidential information with discretion and integrity.
  • Periodically conduct research and compile data for reports and presentations.
  • Assist with project management and special initiatives as needed.
  • Maintain and organize ED’s or AGWA’s files, records, and documentation.

Qualifications

  • Prior experience as an Executive Assistant or similar role, supporting senior executives is essential.
  • Exceptional organizational, time-management, and multitasking skills, with the ability to manage high volumes of communication and tasks.
  • Close attention to detail, especially around scheduling and working across time zones.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Google Suite (Google Calendar, Google Drive, etc.), and other relevant software.
  • Excellent verbal and written communication skills.
  • Ability to work independently and as part of a team.
  • Strong problem-solving skills and the ability to adapt to changing priorities.
  • High level of discretion and professionalism in handling confidential information.
  • Willingness to take on flexible work hours as needed as part of an international program of work
  • Bachelor’s degree or equivalent experience preferred.

Location

This position will be based in the Portland, Oregon area. It will be a mix of remote and in-person work. The ED is based in Corvallis, Oregon but travels frequently and will work in Portland from time to time. AGWA plans to secure office space in Beaverton later in 2024. This position will be asked to work from the office periodically, as coordinated in advance with the ED and our Deputy Executive Director, also based in Portland.