Executive Assistant

Executive Assistant

The Executive Assistant (EA) provides high level administrative support for Senior leaders and other team members. EAs will draft correspondence, manage multiple calendars, arrange often complex international and local travel, plan and organize meetings, process invoices and payments, and ensure prompt attention to all activities. Successful candidates will be highly motivated, proactive, flexible, able to thrive in a fast-paced environment, highly collegial and will contribute to a positive team environment.

Key Responsibilities

Calendar Management : Coordinates and maintains complex calendars for senior leaders to optimize time and to facilitate the exchange of information. In coordination with executive office colleagues, determine the nature of appointments and obtain the necessary background materials. Monitor deadlines, follow up on delegated tasks and provide appropriate reminders.

Meeting Preparation : Assists in preparing for meetings and events. Coordinates with relevant team members to create briefing books, gather documents, prepare agendas and other materials, and manage logistics. May attend meetings to document, as appropriate, critical commitments and follow through required. Ensure prompt follow-up on activities.

Travel Coordination : Coordinates travel, including preparing travel itineraries, arranging flight and hotel reservations, researching safety requirements, preparing expense reports, and submitting reimbursement claims.

Expenses and Reimbursements : Reviews and processes payments for credit card transactions, expense reports and invoices. Inputs proper coding into the financial system and serves as the liaison with accounting to track payments.

Correspondence : Manages communications, such as drafting, and editing correspondence, and other internal and external communications.

Relationship Management : Maintains strong relationships with internal and external colleagues to facilitate communication and support organizational goals.

Support Key Priorities and Events : Provides support for key priorities and initiatives such as strategic trips and events as needed.

Performs other duties as assigned.

Education and Experience :

An associate degree or equivalent experience is required. At least five or more years of relevant work experience is also required. A bachelor's degree may be substituted for 2 years of experience.

Skills and Abilities

• Superb organization and follow-through skills.
• Demonstrated success as a proficient multitasker with impeccable attention to detail.
• Takes initiative, demonstrates strong critical thinking skills, and operates with discretion, maintaining the highest level of confidentiality.
• Able to work well independently; demonstrates good judgment.
• Strong written and verbal communication skills.
• Excellent interpersonal skills requiring the courtesy, tact, and diplomacy necessary to effectively communicate with staff, callers, visitors, and other stakeholders.
• Energetic and passionate about the Earth Fund's mission.
• Ability to collaborate with staff across levels and build relationships with a variety of stakeholders.
• Comfortable in a fast-paced environment with regularly shifting priorities; able to effectively prioritize and execute many activities at once.
• Proficient in IT programs and tools such as Microsoft Office suite, especially Outlook, Word, Excel, and Power Point, as well as SharePoint, Teams, Zoom and other collaboration platforms.
• Ability to use Chat GPT to support research and other work priorities.
• Proficiency booking travel and coding expenses using Concur.

Physical Requirements and Working Conditions :

Salary Range : $95,000 to $115,000

This is a paid position. Bezos Earth Fund is an equal opportunity employer and complies with all federal, state, and local laws concerning employment discrimination. The Earth Fund recognizes diversity as an asset essential to accomplishing its work. We actively welcome all qualified applicants from a wide range of backgrounds and will not discriminate on the basis of race, color, age, sex, gender identity or expression, genetic information, sexual orientation, religion, marital status, national origin, ethnicity, disability, military / veteran status, compensation history or any other basis prohibited by law.