Executive Assistant to the President

Hiring Organization: 
Ford Foundation
Description: 

SUMMARY DESCRIPTION

The Executive Assistant to the President is a highly organized, effective, and articulate administrator, representing the Office of the President (OTP) and the Foundation at the highest level. The primary role of the EA is to proactively support the Office of the President by performing a variety of office management and broad administrative duties.

The EA will help facilitate some of the daily planning and processes of OTP, including heavy scheduling, calendar management, and greeting guests of the president. The EA will work closely with OTP colleagues to facilitate forward planning or to act as liaison, guide, or advisor on current Foundation administrative procedures and policy. In addition, the EA will manage correspondence control and route calls to the President’s office appropriately.

RESPONSIBILITIES

  • Coordinate and proactively manage the president's schedule

  • Assists in scheduling meetings and luncheons with multiple attendees

  • Maintains and is responsible for files and records for immediate access by the President

  • Disseminates and routes all correspondence and documentation for action and follows up to ensure proper action

  • Answers and redirects calls effectively; prioritize appropriately, and ensure timely response to important or urgent inquiries

  • Coordinates the domestic travel plans of the President with extreme attention to detail

  • Receives, screens and suggests to the President's attention matters of particular interest and concern.

  • Receives guests and visitors

  • Reviews and recommends items of interest that enhance public and media relations 

  • Drafts responses to correspondence, at the direction of the President and Chief of Staff

  • Performs a variety of secretarial duties including preparing memos for review 

  • Works closely with the Chief of Staff on special projects 

Additional Responsibilities:

  • Develop and maintain a deep understanding of the Foundation’s operations and activities in order to function at the highest level as a senior member of the Foundation’s administrative team

  • Function as a key liaison, contributor, and point-person for records related to OTP.  Promote information management best practices  

  • Establish and maintain appropriate Foundation operational records in appropriate print and digital formats within department-specific systems or Ford-wide systems

  • Routinely review and develop process improvement system

  • Routinely coordinate within the OTP administrative team to share knowledge and information that supports and strengthens workflow across the team

  • Serve as backup to other members of OTP administrative team

 

QUALIFICATIONS

  • B.A./B.S. with at least five years of experience supporting high level executives in a complex environment or equivalent combination of education and experience

  • CEO level experience with calendar management and scheduling meeting invitations using Gmail 

  • Excellent interpersonal skills

  • Flexibility and skill in working as a team member as well as independently in a high-demand, multi-task environment

  • Excellent analytic and written and oral communications skills

  • Ability to understand the big picture and align priorities accordingly

  • Exceptional knowledge and experience working with Word, Excel, PowerPoint and other Microsoft applications and G-Suite

  • Close attention to detail and accuracy; personal initiative, reliability and follow-up

  • Demonstrated commitment to working with a high degree of professionalism and discretion and a strong sense of urgency

 

PHYSICAL REQUIREMENTS

  • This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery and a copy machine/printer.

Alignment to Culture and Values

  • Commitment to the Foundation’s mission and core values of equity, openness, collaboration, trust, accountability and urgency
  • Personal qualities of humility, capacity for self-reflection, and a sense of humor
  • Discretion and ability to handle confidential issues
  • Action-orientated and entrepreneurial self-starter who can work well independently and in teams

Benefits

  • Medical and dental benefits for employee and immediate family on first day of work
  • Retirement savings account with matching company contributions of up to 13%
  • Three weeks’ paid vacation in first year of work; four weeks in subsequent years 
  • Tuition Reimbursement
  • Office closed the week between Christmas and New Year’s Day
  • Professional development initiatives for growth
  • Generous parental leave (maternal and paternal) during new child’s first year (born into family or adopted)

 

Salary:  Salary is based on experience and on the Foundation’s commitment to internal equity.  A generous benefits package is provided. 

Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law.  

Job Category: 
Publish date: 
03/12/2020