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Executive Assistant, Partnerships

4 weeks ago

Washington, United States The Pew Charitable Trusts Full time

Executive Assistant, Partnerships

Partnerships

The Partnerships team works to scale Pew's impact in the world by building an engaged community of partners and mobilizing resources to advance our vital work.

Position Overview

The Executive Assistant provides administrative support to the Senior Vice President (SVP) for Partnerships. The position is the lead administrator for all the SVP's scheduling, meeting and travel needs processes all expense reports; manages document flow in and out of the SVP's office, creates and maintains paper and electronic organization systems; and prepares supporting materials for internal and external meetings. The Executive Assistant serves as the internal coordinator for all institutional items and deadlines and works closely with colleagues in Partnerships and across the institution.

The candidate must possess an excellent work ethic; the flexibility to adapt to dynamic circumstances in a fast-paced environment; and the discretion to handle confidential information. The candidate must have knowledge of computer and communications technology and the ability to quickly learn systems and software specific to Partnerships and Pew. The Executive Assistant will be a skilled administrator able to establish priorities and anticipate needs. The successful candidate will be confident, assertive, and productive; a quick study who thrives in an organization where standards are high, and work is expected to be done quickly, efficiently, and accurately.

The position is based in Washington, DC, reports to the SVP, Partnerships, and will participate in Pew's core in-office days on Tuesdays and Wednesdays and will have flexibility to work from home the remainder of each week.

Responsibilities

Administration

* Perform general administrative duties, including but not limited to corresponding with other departments and outside contacts on behalf of the SVP, virtual and in-office meeting planning and logistics, expense report preparation, credit card reconciliation, calendar management, and scheduling travel arrangements.

* Screen incoming mail and phone calls to the SVP and Executive Vice President, directing them to the appropriate person or corresponding with them directly.

* Ensure that SVP is fully prepared for all meetings and events with appropriate lead time, including information about attendees, meeting location, and other details. Take initiative to seek agendas and materials if none are provided.

* Participate in departmental and administrative staff meetings and training sessions.

* Maintain comprehensive understanding of the workflow of Partnerships and keep current on administrative systems used, recognizing scheduling issues, assisting with projects, and communicating regularly with the Executive Office and program and operational staff.

Database and information management

* Participate fully in Pew's Salesforce constituent relationship management (CRM) and PeopleSoft financial systems, using them to help the SVP manage prospect relationships and oversee deadlines.

* Input information into Salesforce for SVP on proposals and gifts and current and prospective donors, and maintain the integrity, confidentiality, and usefulness of the data.

* Create and maintain paper and electronic files on the shared drive and via SharePoint to support prospect and donor communications and project management.

Fundraising support

* Coordinate correspondence, requests, and information related to Partnerships activities.

* Assist with the development and submission of memos, letters, concept papers, proposals, grant reports, emails, and other communications for prospects and internal audiences.

* Copy edit and proofread documents.

Project management

* Help support and fill in for other members of Partnership's administrative team, and broader External Affairs team, when necessary.

* Support SVP in the management of tasks and special projects.

* Thoroughly understand Pew and how it operates; develop a comprehensive knowledge of its history, culture, programs, and base of financial support; and demonstrate this knowledge in internal and external communications.

Knowledge and skills

* Advanced knowledge of administrative procedures and Microsoft systems.

* Experience and judgment to manage confidential materials.

* Foster a work environment that is diverse, equitable, inclusive, and accessible and in line with Pew and department goals.

Requirements

  • High school diploma, or equivalent experience, required.
  • Generally, 10 years of administrative experience required.
  • Discretion in handling and securing confidential information, as well as the ability to conduct oneself in a highly professional manner.
  • Outstanding organizational skills, including the ability to manage multiple tasks with different deadlines, and organize time effectively. Skilled at coordinating complex meetings and travel arrangements.
  • Strong writing, editing, and proofreading skills.
  • Excellent verbal communication skills, including ease in briefly summarizing the core of issues and the means to address them.
  • Able to work in groups and individually to meet goals and to develop solid working relationships with internal staff and external constituents.
  • An independent problem solver who can think proactively, take initiative, and brings tasks to completion with appropriate follow-up.
  • Proven analytic skills, with the capacity to investigate an issue, ask thoughtful questions and recommend possible solutions.
  • Detail-oriented particularly with facts and figures. Monitors and double-checks work and information for accuracy and quality.
  • Knowledge of and demonstrated proficiency in the use of software (Windows, Microsoft Word, Excel, PowerPoint, SharePoint, Teams, and Outlook) and the ability to learn technology used at Pew, including Salesforce and PeopleSoft if not already familiar.

Travel

Minimal travel anticipated.

Work Authorization

Candidates must be legally authorized to work in the country for which they are seeking employment without the need of a visa sponsorship.

Salary Range

$70,900 USD - $79,300 USD

The salary range represents a reasonable estimate of the annual salary based on Pew's commitment to provide equitable and market-competitive pay. The actual salary offered will take into consideration many factors including but not limited to job-related knowledge, skills and experience, internal pay equity, and business need.

Total Rewards

We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.

The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.