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Executive Associate

Humanity United is seeking an experienced and dynamic Executive Associate who will work with the Managing Director, Peacebuilding / Head of Office. In this role, the Executive Associate will provide effective executive and administrative support to the Managing Director as well as lead and execute various projects, tasks and events related to the Managing Director’s scope. The Executive Associate, in support of the Head of Office, will also partner with the Office Manager on various office tasks and culture building initiatives as well as provide operational support to the broader office.

The Executive Associate must be pro-active, creative and enjoy working within a small team environment that is mission-driven, results-driven, and community oriented. The successful candidate will also be able to work in a highly professional manner using discretion and sound judgement to manage a varied work program. 

 

ESSENTIAL JOB FUNCTIONS:

Executive Support to Managing Director

  • Manage calendar and schedule for Managing Director
  • Support and balance the Managing Director’s workloads by managing information flow, resolving and prioritizing, and providing analysis and advice on key issues. 
  • Coordinate domestic and international travel for Managing Director. Provide preliminary research, meeting materials and travel arrangements, and prepare briefing packages/talking points/outlines.
  • Assist with expense reports for Managing Director.
  • Support production of reports and meeting materials related to Managing Director’s scope of work
  • Manage unsolicited grant inquiries and requests relevant to Managing Director’s scope of work
  • Manage sponsorship, membership, grant, contract, and PO processing as requested by Managing Director
  • May be called upon to manage the development, administration and promotion of specific projects, as required by the Managing Director.

Administrative Support to DC Office

  • Technology support and troubleshooting e.g. videoconferencing
  • Daily maintenance of office, kitchen, and storage areas – ensuring all areas are clean, organized, and well-stocked
  • Sorting and distributing incoming mail
  • Logistical support for meetings including set-up and ordering catering
  • Assist the Office Manager in planning and coordinating onsite and offsite team building activities and social events for the DC office
  • Partner with Office Manager in ensuring organizational processes are followed, including sending reminders and messaging expectations of senior leadership 
  • In Office Manager’s absence, fill in to provide overall administrative and technical support for DC office.

 

EDUCATION / EXPERIENCE / QUALIFICATIONS:

  • Bachelor’s degree or equivalent experience required
  • 3+ years of experience supporting senior executives is required
  • Prior work in a non-profit or philanthropic environment is highly desirable
  • Must demonstrate excellent communication skills (verbal and written), resourcefulness, willingness to work on both routine administrative tasks and higher-order projects, and the ability to work in a fast paced environment 
  • Advanced knowledge of Apple and Microsoft Office hardware/software products and videoconferencing technology
  • Must be strong at multi-tasking, prioritizing, and have demonstrated expertise in proactively working on projects of wide scope and significant magnitude
  • Must have outstanding attention to detail, accuracy and organization skills including the ability to prioritize and make judgements about what is urgent vs important.
  • Ability to consistently demonstrate a customer-centered, professional manner and collaborative approach in dealing with individuals at all levels, both internally and externally and from a variety of backgrounds and cultures
  • Experience working on projects or in organizations with international aspects
  • Must have experience working with high profile individuals and on high profile projects using appropriate sensitivity and confidentiality
  • Comfortable with ambiguity, must demonstrate high degree of flexibility and adaptability.
  • Must be a creative and proactive self-starter, while being a strong team player who acts with diplomacy at all times
  • Must be resourceful and, once trained, able to work at a high level with little guidance 
  • Strong work ethic and impeccable professionalism are key job requirements
  • Other duties assigned from time to time, as needed by institutional priorities.
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