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Senior Executive Coordinator

2 months ago

San Francisco, California, United States Emerge Talent Cloud Full time
Job Overview

POSITION TITLE: Executive Assistant


REPORTS TO: Chief Operating Officer (COO)


POSITION SUMMARY:
We are in search of a meticulous and highly organized Executive Assistant to deliver comprehensive administrative support to our executive leadership team. The successful candidate will exhibit a proactive approach, resourcefulness, and the ability to manage a diverse array of responsibilities. The Executive Assistant is pivotal in fostering an efficient executive team and facilitating communication across the organization and with essential stakeholders, including staff, partners, and vendors.


KEY RESPONSIBILITIES:


Calendar Management and Executive Coordination:

  • Efficiently coordinate and oversee the calendars of the CEO and COO, organizing internal and external meetings, appointments, and travel logistics.
  • Prioritize competing demands to ensure timely participation in critical engagements.
  • Oversee daily operations of the executive office, including task management, email oversight, and proactive engagement to enhance executive effectiveness.

Communication:

  • Compose and refine emails, memos, and other communications on behalf of the executives, maintaining confidentiality and discretion.
  • Manage incoming inquiries and requests, filtering and redirecting as appropriate.
  • Assist in internal communication initiatives by drafting summaries and presentations to promote information sharing.

Project Support and Administrative Assistance:

  • Assist with special projects, research, and strategic planning initiatives.
  • Support the annual planning process and other organizational initiatives.
  • Help track progress against organizational goals and enhance interdepartmental communication.
  • Provide backup support for office administration tasks in collaboration with the operations team.
  • Adapt to shifting priorities and manage ad hoc tasks effectively.
  • Perform additional duties as assigned.

Meeting and Event Coordination:

  • Prepare agendas, materials, and presentations for executive and leadership meetings.
  • Attend meetings as required, documenting minutes and following up on action items.
  • Coordinate logistics for staff events and other organizational gatherings.

Travel Coordination:

  • Arrange travel logistics, including flights, accommodations, and ground transportation for executives.
  • Develop detailed itineraries to ensure seamless travel experiences.

Document and Financial Management:

  • Maintain organized electronic and physical filing systems.
  • Process sensitive documents, including invoices and contracts, with care.
  • Assist with expense report processing for executives.

Relationship Management:

  • Build and maintain positive relationships with staff, donors, board members, and external partners.
  • Stay informed about organizational activities to enhance executive support.
  • Represent the organization professionally at various events.

QUALIFICATIONS:

  • Minimum of three years of relevant experience.
  • Proven ability to develop solutions independently and manage multiple projects effectively.
  • Proficient in Microsoft Office 365 and adept at learning new software.
  • Strong customer service orientation and excellent communication skills.
  • Experience in event planning and business meeting coordination.
  • Commitment to diversity, equity, and inclusion principles.

WORKING CONDITIONS:

  • Hybrid work environment with occasional travel.
  • Flexibility to work evenings or weekends as needed.

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