Executive Assistant

Description

Position at Ashoka

The Executive Assistant plays an integral role in the organization as the secretarial and administrative support to the CEO. This role requires an ability to prioritize competing needs while handling matters efficiently, proactively, and with strong independence. This role is perfect for those who are highly organized, take initiative to problem solve, and are looking to contribute to Ashoka’s Everyone a Changemaker mission.

Manage the CEOs calendar, including all scheduling needs; the annual planning process; monitor timelines and ensure deadlines and time-sensitive follow-ups are met

·      Ensure all priority internal and external meetings are scheduled in advance with regular attendance from the CEO and partners

·      Strategically and sensitively manage and respond to daily requests for meetings with the CEO in a timely and professional that ensure a positive impression of the Executive Office and the CEO

·      Coordinate with the Executive Administrator twice a week to resolve and anticipate high-priority and challenging scheduling requests

·      Actively contribute to monthly planning meetings in the Executive Office to anticipate high-volume work periods, prepare capacity for annual projects, and recommend strategic priorities for the CEO’s calendar

Facilitate, monitor and prioritize the CEO’s daily package of materials

·      Carefully monitor the CEO’s email daily for relevant correspondence, while flagging for the CEO any outstanding memos that need to be responded

·      Compile the CEO’s daily package of materials in a logical structure that prioritizes urgent and time-sensitive correspondence, which must be delivered (usually electronically) at the end of the day

Manage the Correspondence team help review and proof emails, memos, documents, and materials ensuring accuracy and compliance with CEO’s request

·      Coordinate with the Deputy Administrator to manage the Correspondence Lead and Associate

·      Remain readily available to assist the Correspondence Team with proofing memos, documents and materials

·      Meet with the Correspondence Lead once a week to review outstanding and time-sensitive memos requiring the CEO’s attention

·      Monitor for relevant memos and documents and track their status at the direction of the Executive Administrator

Coordinate the creation of the agenda for a weekly Ashoka global leadership meeting in collaboration with others

·      Collaborate with the Deputy and Executive Administrator to brainstorm agenda topics to ensure a reliable and sophisticated pipeline throughout the year

·      Provide technical assistance at the weekly Ashoka global leadership meeting, and upload chat history and recordings to intranet pages

·      Develop and maintain functional knowledge of Ashoka’s programming, mission, and strategy at every level by actively attending internal trainings alongside the Executive Office team

Notes

·      Full time position, salaried

·      This position is required to be fully in-person (5 days a week).

·      Overtime expected during high-volume times of year and other critical moments for the CEO

Working at Ashoka

Ashoka is an equal opportunity employer and invites applications from candidates regardless of race, gender, sexual orientation, age, disability or religion. We strongly encourage diverse candidates to apply. Valuing diversity and creating the space where all are seen, respected, and included is central to our core work of building an Everyone a Changemaker world.

Keywords

Executive AssistantSecretarialAdministrative SupportCalendar ManagementCorrespondenceMeeting CoordinationAgenda CreationLeadership MeetingAshoka