The Executive Assistant provides a range of office administration and support to the President. This position serves as principal administrative contact and liaison for the entire organization and plays a critical role in allowing the President to effectively represent TWS. The Executive Assistant’s responsibilities include managing calendars, making travel arrangements, supporting donor communications, and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to make decisions and take action with minimal supervision.
This position plays an important role in supporting an inclusive organizational culture that is grounded in trust and accountability to shared goals and outcomes. TWS has made diversity, equity, and inclusion strategic priorities for the organization and the Executive Assistant will integrate these priorities throughout our work. Across our team, we aspire to be campaign oriented, nimble, collaborative, innovative, transparent, and supportive of staff – our greatest asset.
This position contributes to the efficiency of our organization by providing personalized and timely support to the President by:
- Maintains daily calendar and appointment scheduling including coordinating the President’s schedule with other departments as needed and Proactively clearing all calendar conflicts ahead of time with the relevant parties.
- Schedules and coordinates weekly Executive Team meeting, monthly All Staff Call, and regular staff Brownbag meetings.
- Coordinates with Philanthropy staff to ensure the President’s donor communications are delivered in a timely fashion.
- Ensures all relevant documents and materials are included for a comprehensive briefing book for the President for all trips and meetings.
- Arranges travel and related reservations and appointments.
- Manages the President’s correspondence and communications and ensures all correspondence is addressed in a timely manner. Anticipates needs, drafts correspondence, and suggests approaches and edits to tailor communications to different audiences; proofreads the President’s correspondence.
- Maintains knowledge and awareness of internal and external priorities
- Answers the President’s phone and routes calls as appropriate; reads, sorts, and routes incoming mail daily.
- · Files correspondence, meeting reports, and other records on a timely basis; responsible for maintaining the President’s paper files.
- Creates and processes expense reports for the President; appropriately routes and approves invoices related to the President’s Office.
- Performs data entry for Congressional and Administrative meetings using the government relations database of record.
- Leads/coordinates and completes ad hoc research projects for the Executive Team.
- Coordinating or supporting the planning and logistics for special events, as needed.
- Performs other related duties as assigned
- Minimum of 2 - 5 years of experience providing administrative support to a top executive.
- Demonstrated success providing administrative support to executives.
- Outstanding attention to detail is of utmost importance in all aspects and tasks of this position.
- Ability to compose and edit a variety of correspondence.
- Ability to manage multiple demands and deadlines from multiple sources. Ability to multi-task, prioritize, and handle a large volume of work.
- Requires rapid response and follow-through in a fast-paced environment while maintaining a positive, solution-orientated attitude specifically when dealing with Governing Council members and donors.
- The ability to manage information that is highly confidential in nature and sound judgment to know how and when to share this information appropriately.
- Track record working successfully in teams representing a rich mix of talent, backgrounds, and perspectives—across race and gender.
- Proficiency in MS Office Suite including Word, Excel, PowerPoint, Outlook, and SharePoint.
- Experience with or ability to learn donor database systems.
- Ability and willingness to maintain a flexible schedule to accommodate the President’s schedule and be reachable by him/her outside of regular business hours as need