About the role - Executive Assistant
The Executive Assistant is critical to the smooth running of the organization by providing administrative and operational support to the CEO, Senior Principals, and the Operations Manager, to whom this role reports. This position will focus heavily on scheduling and meeting coordination for the CEO and senior principals. The Executive Assistant also provides logistical support for meetings and workshops.
This position requires strong organizational and communications skills and the ability to remain calm under pressure, contribute to a team-oriented environment, and assist the Operations Manager with the day-to-day operation of the office. The Executive Assistant maintains a high level of professionalism and confidentiality at all times, especially as they will interact regularly with high-level executives and with other organizations on scheduling matters on behalf of EFI's CEO and Senior Principals.
Responsibilities
- Scheduling (approximately 60-65%)
- Fields and schedules requests for meetings and event appearances for the CEO and Senior Principals
- Books flights and hotels, and prepares travel itineraries for senior principals (once travel resumes)
- Manages communications, invitations, and meeting acceptances for the CEO and Senior Principals, coordinating with the Communications team on the scheduling of public engagements
- Provides a long-term and strategic view of event requests in one-on-one settings and managers’ meetings
- Administrative (approximately 20-25%)
- Provides administrative support to the CEO, Senior Principals, and Operations Manager
- Answer all phone calls to the EFI office line, and track inquiries and requests in the EFI Info inbox
- Provides administrative support to the Office Administrator on a variety of day-to-day office management tasks including office supply inventory, subscriptions, invoice processing, and records management.
- Meeting and Event Preparation (approximately 10-15%)
- Prepares agenda and tracks notes and action items for weekly organization-wide staff meetings
- Provides conference room scheduling, IT services, and refreshments for meetings and workshops (upon return to the office)
- Experience scheduling on behalf of a senior leader
- 2+ years of overall professional experience (we are background agnostic and are excited by candidates with unique and different work histories)
- The ability to handle multiple deadlines and complete assignments with minimal supervision in a fast-paced workplace
- Discretion and the ability to maintain confidentiality as needed
Energy Futures Initiative has engaged Equitable Hiring Group to support this hiring process. To apply, please complete the short form here - https://equitablehiringgroup.applytojob.com/apply/zURFacEFu9/Executive-Assistant. Individuals who apply by Thursday, July 15th will be given priority; therefore, we encourage you to submit yours soon! Applications will be reviewed on a rolling basis and strong candidates will be asked to complete a short-answer questionnaire.
This evaluation process will follow best practices shown to reduce bias in decision making and may be different from other application processes you have experienced.
The overall evaluation process will look to follow this anticipated timeline:
- Mid-July: Phone interview with foundation staff
- Late July: Finalists will participate in a multi-team member group interview
- Candidate references will also be checked at this step
- Early August: Offer Extended
- Candidates must be able to start no later than September 7th, ideally sooner
Apply: Executive Assistant - Equitable Hiring Group - Career Page (applytojob.com)
