Job Title: Executive Assistant
Position: Full time salaried
Department: Executive
Reports to: CEO
Earthwatch Institute is an international, non-profit organization which engages people worldwide in scientific field research and education to promote the understanding and action necessary for a sustainable environment.
Position Summary
This position is an integral member of the executive team and provides expert level secretarial and administrative support skills to the CEO, assignments involve work that is confidential and complex in nature, and involves the handling of information of strategic importance. This role requires the use of discretion, judgment, diplomacy, and the ability to manage multiple tasks simultaneously, prioritization, excellent organizational skills and strong interpersonal skills. Supports wider executive team needs as time permits and handle matters of a routine nature to conserve time and resources.
Responsibilities:
- Board Clerk for Earthwatch International Board of Directors and the Earthwatch Institute (US) Board of Directors.
- Event management of all board related activity to include meetings, travel, accommodation, presentations, agendas, maintains all records reports for legal purposes
- Committee Secretariat for Finance Committee, Development Committee, Audit Committee, Investment Committee, and other ad hoc committees as needed
- Maintain organizational trademark library; work with trademark attorneys on renewal schedule and conflict checks.
- Maintain trademark files and work with trademark attorneys on renewal schedules
- Calendar coordination scheduling and maintaining daily meetings and agendas for CEO
- Creating and maintaining a working file system for CEO’s personal and organization’s files
- Coordinates all domestic and international travel; and creates detailed itineraries for all executive team members.
- Prepare expense reports as soon as practicable after completed travel for all executive team members.
- Work closely with development department regarding fundraising trips, events, follow up letters, etc.
Qualifications:
- 5 – 8 years of top level executive support experience
- Excellent organizational skills
- Expert in Microsoft Suite, Outlook, Word, Excel, and PowerPoint
- Ability to multitask, detail oriented
- Ability to work under pressure and at a fast pace while consistently meeting deadlines
- Clear and professional communicator, comfortable corresponding with executive level
- Board meeting organization and relationship management required
- Proven ability to prioritize tasks and plan into the future
- Proven ability to work well both independently and as part of close knit team
- Proven track record as a self-starter. This position requires someone who will take free time and use it to plan, create, and fill gaps.
Salary range: $45,000 - $60,000 commensurate with experience. Good benefits.
Due to limited time and financial resources we are only able to accept applicants who are already eligible to work in the United States.
Please send resume and cover letter to hr@earthwatch.org; No phone calls please.
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