Executive Assistant to the President

Position Purpose

The Executive Assistant to the President is part of a small team providing the highest level of professional support to the President of the Carnegie Foundation and the Executive Team. This position organizes and supports the activities of the President and the Executive Office in a professional, proactive, efficient, and effective manner, while maintaining confidentiality at all times.

Essential Duties & Responsibilities

Reporting to the Chief of Staff, the Executive Assistant provides administrative, project, and event support to the President and Executive Office as outlined below.  The Executive Assistant will:

  • Provide high-level administrative support for the President and contribute to the Foundation’s collaborative Executive Office team.  Coordinate scheduling between the President and staff to ensure timely resolution of critical matters.
  • Efficiently manage and accurately maintain the President’s complex and dynamic calendar. Proactively problem-solve and alert the President and Chief of Staff to deadlines, potential conflicts, etc.  
  • Develop and prepare daily meeting materials, presentations, and briefs for the President.
  • Provide support for the President (i.e.: gathering background information, researching issues, preparing executive summaries and other materials, coordinating with other departments to secure materials requested).
  • Organize and attend meetings, take minutes, track action items, and proactively assemble the appropriate people and resources for effective follow-up.
  • Provide a bridge for smooth communication between the President and internal groups and teams;  monitor, screen, and coordinate communication, track and follow-up on requests, prioritize communication requiring  attention.
  • Make complex travel arrangements for the President that may involve multiple travelers and/or multiple destinations (hotel, air/ground transportation, meeting arrangements), and prepare and follow-up on necessary expense reimbursement reports accurately on a timely basis.
  • Ensure the President is appropriately supported for trips: confirm travel, prepare itineraries, prepare and organize all background materials in advance.
  • Use Concur (our expense management software) to track and reconcile the President’s expenses and to process reimbursements and invoices.
  • Coordinate logistical details for meetings and special events with Executive Team members, internal groups and teams,  and external partners, often working collaboratively with other Foundation staff, including: preparing and sending invitations, tracking RSVPs, preparing event materials, securing and setting up the venue, arranging catering, audio-visual needs, local transportation for participants, etc.
  • Maintain working files for all the President’s projects.  Ensure the President has the most up-to-date materials for meetings.
  • Working with the Chief of Staff, compose communications for the President.
  • Other related duties, as assigned.
Education & Experience Requirements
  • Bachelor’s degree is required.  
  • 5 years of experience providing high level administrative support.
Skill Requirements and Qualifications

The ideal candidate:

  • Will be an extremely hard-working self-starter who is able to work independently toward goals while also being willing and able to work closely and effectively with others;  
  • Must exhibit sound judgment and be dependable, proactive, and trustworthy;  
  • Must have the ability to multi-task quickly and effectively and meet multiple deadlines in a calm, courteous, and professional manner;
  • Must possess very strong computer skills (Microsoft Outlook, Word, Excel, Powerpoint, and other MS Office Suite components, Google Apps, and video conferencing platforms) with the ability to learn new technologies and software quickly;
  • Must demonstrate a very high level of skill and confidence in both oral and written forms of communication;
  • Must have a high level of comfort communicating at all levels of the organization, with both internal and external constituents and people from a variety of backgrounds and life experiences;
  • Must desire to be part of, and have the ability to contribute to, a highly collaborative and dynamic environment; and
  • Should have an interest in nonprofit administration, education, and/or continuous improvement.

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THE WORKING ENVIRONMENT
  • The Foundation offers a collaborative, community-building atmosphere grounded in an environment of mutual respect.
  • The facility is located in Stanford, California in a quiet pastoral setting near a hiking trail.
  • Amenities include a communal kitchen (coffee, tea, and drinks provided), weekly catered lunches, and outdoor eating/gathering areas.
  • We also offer on-site yoga classes, free parking, and electric car charging stations.
BENEFITS & PERKS
  • Full medical, dental, vision, life, accidental death, disability, and long term care insurance, as well as employer subsidized flexible spending plans
  • A retirement savings plan, including employer contributions and the opportunity for your own tax-advantaged savings
  • Generous time-off benefits including 15 paid holidays and up to 6 weeks paid parental leave
  • Matching Gift program to benefit charitable organizations and Educational Assistance to further your professional development