Executive Assistant to the President/CEO

The Executive Assistant to the President and Chief Executive Officer (EAP) provides executive support in a one-on-one working relationship. The EAP serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President.  These include, but are not limited to, being the primary support person for the President in all interactions with the Board of Directors; working with the President and Board Chair to organize logistics, materials, and other matters associated with Board meetings; organizing and coordinating executive outreach and external relations efforts with all Foundation partners; managing all incoming matters to the President’s office; being the President’s liaison to the senior management team; managing the planning, activities, logistics, schedules and arrangements associated with travel; and overseeing special projects.

The EAP will also provide support for the Foundation’s CFO.  Experience suggests this will not occupy more than 5-10% of the EAP’s work time.

ROLES AND RESPONSIBILITIES:

EXECUTIVE SUPPORT:

• Completes a broad variety of administrative tasks for the President including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for travel-related meetings; maintaining and updating contact lists; and developing appropriate relationships with the counterpart executive assistants who interact with the President’s office.

• Communicates directly, and on behalf of the President, with Board members, President and Chancellors, Provosts, Vice President’s and Vice Chancellors, Deans and other leaders of higher education institutions, National Scientific Academies and Societies, the Foundation’s own leadership and staff, and others.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Prepares preparatory materials for calls, meetings, travel and so on. Determines appropriate course of action, referral, or

BOARD SUPPORT:

• Works with the President and with the Chair of the Board of Directors on calendars, meeting agendas, logistics, and meeting materials.

• Works with the Chair of the Foundation’s Investment Committee and the Foundation’s CFO in support of the President’s role on that committee.  The President is currently Chair of the Foundation’s Investment Committee (IC) and the CFO serves as secretary to the IC.

• Assists board members with travel arrangements, lodging, and meal planning as

• Maintains discretion and confidentiality in relationships with all board

• Maintain compliance with applicable rules and regulations set in the Foundation’s by-laws regarding board and board committee matters, including board compensation, travel reimbursement, and advance distribution of materials before meetings in electronic/paper format

CHARACTERISTICS AND SKILLS:

 Essential

• Demonstrated significant senior Executive Assistant skills and experience working directly with a Chancellor/President, Dean, CEO, or equivalent
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

Desirable

• Interest or background in science

EDUCATION, EXPERIENCE & REQUIREMENTS:

• Bachelor’s degree
• Five to ten years of experience supporting C-Level executives, preferably in a non-profit organization, with a specific focus on private foundations and higher education institutions
• Advanced technology skills and thorough knowledge of Microsoft Office: Word, Excel, Powerpoint, Outlook email & calendar, Social Media web platforms, and database systems (e.g., Diligent, Expensify, grants management software, etc.)