Executive Assistant

this position is no longer available

To apply, email your résumé to:
ciresumes@children.org

Reports to: COO

About Children International

Children International, a $145 million global humanitarian organization, is seeking an Executive Assistant reporting directly to the COO.

In this key position, you will discover that we address global poverty at the root cause level by working directly with children and youth around the world. We believe that children and youth are the single best answer to breaking the cycle of poverty, especially generational poverty.

Our approach is far more than poverty alleviation. We focus on developing and delivering programs based on four pillars: health, education, empowerment and employment. This holistic approach is delivered in community centers around the world by an amazing team.

Reporting to the COO, the executive assistant will provide structure and organization throughout the COO’s day in a one-on-one working relationship. The assistant will provide support and critical thinking for the day-to-day activities of the COO and manage special projects for the COO and other members of the executive team. This person will be a critical partner by proactively assisting the COO in managing their calendar, coordinating activity with staff at headquarters and around the world and managing their day to day needs including travel planning and preparing presentations and documents. Prior experience in an executive assistant role is a requirement. A bi-lingual speaker in Spanish and English is strongly preferred.

This a critical partner to our COO and therefore the success of Children International. It will be a challenging and highly rewarding opportunity. You’ll see the reward of the job in the eyes of the youth who graduate from our program equipped and empowered the break the cycle of poverty and in the gratitude of fulfilled contributors.

RESPONSIBILITIES INCLUDE

Proactively plans, organizes, and makes the COO’s workday more efficient by developing and maintaining processes and procedures for preparing the COO with the background needed for effective meetings. In addition, protects the CEO’s time and keeps the leader on track with calendar and appointment management.
Develops follow-up systems to assure timely responses to COO’s email correspondence and phone calls. Drafts written responses when necessary. Responds to regularly occurring requests for information.
On a daily basis, takes ownership of the COO’s individual task list, assists them to prioritize tasks, ensures deadlines are met, and keeps them well informed of upcoming commitments and responsibilities. Works out ahead of the COO’s task list multiple weeks to ensure effective preparation.
Schedules and organizes complex activities such as meetings, travel, conferences and department activities for COO. Coordinates and plans external meetings or conferences including registrations, logistics, meeting set up, and catering.
Develops and designs general correspondence, presentations, and other special needs. Performs some desktop publishing. Proofreads copy for content, spelling, grammar, making appropriate changes. Responsible for accuracy and clarity of final copy.
Establishes, maintains and updates filing system. Retrieves information from files when needed.
Handles confidential and non-routine information for the COO.
Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the COO, which may include: planning and coordinating multiple presentations, disseminating information, preparing for board meetings, etc.

QUALIFICATIONS

Ability to work effectively in a flat organization.
Minimum three (3) years of experience working with executives in a busy, innovative, growing environment.
Strong time-management and organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and the ability to accomplish tasks through completion. Takes initiative to anticipate future requirements.
Ability to capture verbal assignments on paper, ask for clarification if needed, and follow through on them with limited supervision.
Very comfortable with technology and office software.
Very strong interpersonal skills, with the ability and desire to build relationships with internal staff and external partners. The ability to exercise good judgment in a variety of situations.
Expert-level written skills, strong organizational, verbal communication and administrative skills, and the ability to communicate in a focused and concise manner. Bilingual – English and Spanish speaker strongly preferred.
Emotional maturity, an even-tempered demeanor, and willingness to work with a variety of different personalities.
Highly resourceful team-player with the ability to also be extremely effective independently, and adaptable to various competing demands.
Bachelor’s or advanced degree preferred, but not required.

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