The Annenberg Foundation,

Executive Assistant (& Board Liaison)

Posted
1 month ago
Employment type
Full-time
Location
Los Angeles
Closing date

About this organization

The Annenberg Foundation is a family foundation established in 1989. The Foundation supports the worldwide community through its grantmaking and direct charitable activities.

About this job

Provides senior-level executive support to the Executive Director in all facets of Foundation business, while maintaining awareness of and sensitivity to Foundation and Board of Director's priorities and confidential materials and issues. While this position’s primary duties are in support of the Executive Director, the Executive Assistant reports to the Senior Project Manager, Executive Office.

Roles & responsibilities

  • Organizes, supports, participates, and coordinates all meetings, travel, special projects, special events, large group meetings, and other administrative assignments as delegated by the Executive Director.
  • Handles all board-related assignments, which may include travel, site visits, meetings, scheduling, expense reimbursements, and other duties as assigned by the Executive Director to support the Board of Directors in its Foundation-related duties.
  • Maintains Executive Director's calendar and helps prioritize so that time is managed effectively. Schedules internal and external meetings and resolves competing meeting requests. Collects and presents relevant written materials in advance of meetings. Anticipates meetings that may need to occur, internally and externally, based on current activities and priorities.
  • Supports the Executive Director in preparation for all meetings (including Board of Directors meetings), including collecting and developing agenda items, preparing presentation materials and handouts, drafting PowerPoint, Excel, Word, Visio, and other electronic documents, as well as ensuring the meeting room is prepared, hospitality is in order, AV requirements are in place and ensuring that Board of Directors are aware and informed of all meeting dates and logistics.
  • Designs and develops filing and tracking systems as necessary to help manage necessary information in both paper and electronic format, including paper and electronic files, contact lists, and other critical information for the Executive Director.
  • Types, proofread, and edits letters, reports, contracts, informational materials, and other documents. Takes the initiative to construct correspondence to respond to routine issues and frequently asked questions.
  • Coordinates travel arrangements (e.g., air, hotel accommodations, ground transportation, etc.) and prepares detailed itineraries for the Executive Director.
  • May develop contract routing forms for consultants or vendors as directed by the Executive Director.
  • May support the Operations Manager in answering phones and directing calls to the individuals most qualified to handle specific inquiries. Communicates general Foundation information to external audiences, including Board of Directors, nonprofits, vendors, and others in the philanthropic community. Takes comprehensive phone messages and ensures that the office is responsive to issues and requests.
  • Organizes credit card expense and reimbursement reports for the Executive Director to ensure they are complete and meet the requirements of the Accounting Department and the IRS.
  • Participates in Leadership Meetings and other administrative meetings as necessary.
  • Handles sensitive information in a professional and confidential manner. As necessary, escalates issues to appropriate individuals.
  • Works with the Operations Manager in planning and providing logistical support for Board Meetings and occasional events.
  • Coordinates preparation of all-staff meetings, including distributing assignments to departments and individuals; collecting, editing, and/or creating slides; assisting with composing talking points; and other tasks as assigned. Assures all-staff meeting preparation is completed in a timely manner.
  • Creates written and digital correspondence and marketing material as needed for the Executive Office.
  • Performs other related duties and special projects as assigned.

Qualifications

  • Bachelor's degree [in Business, Communication, or related field] required.
  • At least five years of administrative work experience (preferably in a philanthropic environment).
  • Equivalent blend of education and experience is acceptable.

To apply

To apply, please click on the link!

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