Bilingual Executive Assistant

2 weeks ago

Houston, United States Addison Group Full time

Job Description Summary:

Reporting directly to the Managing Director, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Managing Director. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Objectives of this Role

• Oversee strategic business initiatives from development through successful execution under the guidance of senior leadership and departmental heads

• Assist and communicate with executives in decision-making, program management, and initiative implementation

• Review, design, and execute on improvements to org structure, find knowledge and skills gaps and help address them

• Improve current processes and coordinate organizational procedures for optimized efficiency and productivity

Roles & Responsibilities:

Executive Support

• Represents Managing Director in meetings, by email, and phone calls with internal and external stakeholders.

• Ensures timely and effective completion of projects and initiatives of the Managing Director.

• Completes a broad variety of administrative tasks for the Managing Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

• Plans, coordinates, and ensures the Managing Director's schedule is followed and respected. Provides "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the Managing Director's time and office.

• Communicates directly, and on behalf of the Managing Director, with Board members, donors, Foundation staff, and others, on matters related to Managing Director's programmatic initiatives.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Managing Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

• Provides a bridge for smooth communication between the Managing Director's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.

• Works closely and effectively with the Managing Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Managing Director and senior management updated.

• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Managing Director, some of which may have organizational impact.

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Managing Director's ability to effectively lead the company.

• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Board Support and Liaison

• Serves as the Managing Director's administrative liaison to multiple board of directors.

• Assists board members with travel arrangements, lodging, and meal planning as needed

• Maintains discretion and confidentiality in relationships with all board members

• Adhere to compliance with applicable rules and regulations set in by laws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings

• Assists in coordinating the agenda of senior management team meetings and off-sites, and all- staff meetings

• Facilitates cross-divisional coordination of travel and outreach plans

Communications, Partnerships, and Outreach

• Ensures that the Managing Director's bio is kept updated and responds to requests for materials regarding the Managing Director and the organization in general.

• Edits and completes first drafts for written communications to external stake holders

Strategic Initiatives

• Works with the Strategic Initiatives team in coordinating the Managing Director's outreach activities.

• Follows up on contacts made by the Managing Director and supports the cultivation of ongoing relationships.

• Researches and recommends new and revised policies and strategies.

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