Executive Assistant

Position Purpose

The Executive Assistant to the Vice Presidents is part of a small team providing the highest level of professional support to the Executive Team of the Carnegie Foundation.  The position also provides high-level project management, administrative support, and event planning for the Executive Office.

Key Responsibilities

The Executive Assistant to the Vice Presidents provides administrative, project, and event support to the Senior Vice President for Programs, the Vice President for Strategic Initiatives, and the Chief of Staff as outlined below:

  • Efficiently manage and accurately maintain the two Vice Presidents’ complex and dynamic calendars while managing the multitude of competing priorities. Proactively alert the Vice Presidents to deadlines, potential conflicts, etc.
  • Manage the logistics for the Foundation’s Strategy Team and Organizational Management Team, including working with the VPs to create agendas, scheduling weekly meetings and retreats, keeping minutes of meetings, and updating the shared folder to ensure that all members of the Strategy Team have access to the most current versions of documents.
  • Manage the contracts and billing process for the Foundation’s Senior Fellows, including acting as first point of contact for the Senior Fellows, monitoring their progress on deliverables, and tracking their expenses.  Identify areas where the process can be improved and streamlined.
  • Become well-informed and conversant in the tasks, key milestones, and workflow issues of the multiple projects related to strategic initiative and programs. Proactively identify emergent challenges and surface them to the Vice Presidents.
  • Process accounting records of expenditures for the Vice Presidents. Track expenses in Concur (our expense management software), reconcile department credit card expenses, and process reimbursements and invoices.
  • Manage logistical details for meetings and special events with Executive Team members and external partners, often working collaboratively with other Foundation staff, including: preparing and sending invitations, tracking RSVPs, preparing event materials, securing and setting up venues, arranging catering, audio-visual needs, local transportation for participants, etc.
  • Make complex travel arrangements for the Executive Office 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 and timely.
  • Manage and arrange for all technology needs for meetings and events, including the use of Carnegie collaboration tools – such as Google Apps, video conferencing equipment, etc.
  • Assist the Chief of Staff with logistics for meetings of the Board of Trustees, including assisting with the board book preparation, tracking board members’ attendance to events and their preferences, and processing their reimbursements.  
  • Other related duties, as assigned.
Education and Experience Requirements 
  • Bachelor’s degree is required.
  • 2 years of experience providing executive-level administrative support and coordination is required
  • Experience with event planning and/or project coordination is preferred.
  • Experience working in the field of education or in a non-profit environment is preferred.
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 able to work closely and effectively with others;  
  • Must possess the ability to manage complex projects and arrange event logistics that involve multiple high-level stakeholders;
  • 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 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 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 have the ability to contribute to a highly collaborative and dynamic environment

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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