Senior Executive Assistant, Office of the President
Location: San Francisco
Deadline: July 21, 2021
In an increasingly complex and changing world, we believe that a peaceful and engaged Asia is of critical global importance. We work with innovative leaders and communities to build effective institutions and advance path-breaking reforms. Together with our partners, we are committed to Asia’s continued development as a peaceful, just, and thriving region of the world. Informed by six decades of experience and deep local expertise, The Asia Foundation’s programs address critical issues affecting Asia in the 21st century: governance and law, economic development, women’s empowerment, environment, and regional cooperation. These are just some of the ways we encourage Asia’s continued development as a peaceful, just, and thriving region of the world.
The Office of the President is seeking an experienced and action-oriented senior executive assistant to provide professional and administrative support for the president of The Asia Foundation. This highly visible, client-facing position is a key member of the team, the front office operations of a large international non-profit organization. Work is performed under the supervision of the special assistant to the president.
The senior executive assistant is responsible for providing comprehensive support to the CEO and serves as a primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The senior executive assistant also provides administrative support to the Board of Trustees, serves as a liaison to the senior management teams, and organizes and coordinates executive outreach and external relations efforts. The senior executive assistant must be creative and enjoy working within a multi-cultural, 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 senior 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. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
- Completes a broad variety of administrative tasks for the President & CEO 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 CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” roles, creating win-win situations for access to the CEO’s time and office.
- Communicates on behalf of the President and CEO, with Board members, donors, Foundation staff, and others.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the president, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the president’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
- Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense of the issues taking place in the environment and keeping the president updated.
- As part of the team provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President, some of which may have organizational impact.
- Prepares, reconciles, and submits corporate expense statements on behalf of the CEO and Special Assistant to the CEO.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the Foundation.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with time constraints.
- Provides administrative support to the Board of Trustees.
- Assists with logistics for Board meetings and events: schedule meetings; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the assistant secretary.
- Assists board members with travel arrangements, lodging, and meal planning as needed.
- Maintains discretion and confidentiality in relationships with all board members.
- Maintains and assures that board committee rosters, board member bios, and contact information are updated as appropriate.
Senior Management Liaison
- Schedules Senior Leadership Team 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.
- Conducts first-line review of CEO’s direct report’s expense statements and ensures their timely processing. Preemptively handles any questionable entries or missing items.
Communications, Partnerships, and Outreach
- Ensures that the president’s bio is kept updated and responds to requests for materials regarding the president and the organization in general.
- Edits and completes first drafts for written communications to external stakeholders.
- Works with the team overseeing fundraising from private sources (Resource Development) to coordinate the President’s outreach activities.
- Follows up on contacts made by the president and supports the cultivation of ongoing relationships.
- Authors and reviews acknowledgment letters from the president to donors.
- Works closely with the president, Office of the President team, Board of Trustees, senior leadership, Washington and San Francisco office staff, program directors, country representatives and deputy country representatives, and other units in the Foundation (e.g., Global Communications, Resource Development, and public fundraising teams).
- Frequent contact with high-level visitors, including donors, corporate leaders, heads of organizations, partner organizations, senior government officials, diplomats, journalists, and foreign dignitaries; travel agents, airlines, and hotel representatives for travel.
- Strong work tenure: minimum five years of experience supporting C-Level Executives, preferably in a non-profit organization.
Experience and interest in international development, desired. Bachelor’s degree required.
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
- Expert-level written and verbal communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Emotional maturity. Highly resourceful team player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
- Forward-looking thinker, who actively seeks opportunities and proposes solutions.
- Ability to travel. Authorization to work in the United States.
- Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and social media web platforms.
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