The Executive Assistant & Board Liaison (EABL) is an
expanded administrative position, playing a pivotal role in the
next phase of the Foundation’s evolution as it seeks to realize a
new vision, mission, values, and strategic goals centered in equity
and focused on the city of Newark, New Jersey. The EABL
provides comprehensive administrative support to the co-executive
officers, Vice President for Strategy, Impact & Communications
(VPSIC), and the Chief Financial Officer (CFO). This role
also works closely with various VF staff members to provide
administrative support to individual trustees and board
committees. The EABL oversee and manages the office. In
addition, the EABL provides logistics for various foundation
convenings, study trips, and events.
The EABL’s responsibilities include, but are not limited
to, the following:
- Serves as the executive assistant for the co-executive
officers, VPSIC, and CFO, which may include: handling calendars,
screening calls, coordinating meetings, tracking expenses,
organizing travel, preparing correspondence, creating detailed
itineraries, ensuring follow-up steps are completed, generating
draft reports and PowerPoint presentations, conducting research,
and proactively performing other tasks as needed.
- Provides general administrative support to management team,
trustees, and other staff members.
- Prepares briefing materials and conducts research ahead of key
meetings and events.
- Manages the office, maintains equipment (copier, postage,
etc.), tracks and orders supplies, works with CFO to engage with
vendors and monitor contracts.
- Supports the Communications Specialist with the maintenance and
updating of contact lists, website, social media platforms, annual
reports, and other documents.
- Coordinates and arranges logistics for foundation convenings,
meeting room bookings, internal and external study trips, special
events, and board meetings.
- Greets and assists visitors: grantees, vendors, trustees,
community members, etc.
- Trains new hires on key operational processes and office
- As the Board Liaison, works closely with trustees and the
chairs of committees to coordinate and prepare meetings, prepare
and disseminate agendas, draft committee meeting minutes, develop
and update new trustee orientation manual, coordinate annual
conflict of interest documents, arrange for travel, oversee
logistics for annual board retreat, and other admin tasks as
QUALIFICATIONS AND EXPERIENCE
While no candidate will meet every qualification, ideal
candidates will meet the following criteria:
- Demonstrated experience as an executive assistant to a CEO in a
complex organizational setting.
- Strong organizational skills that reflect an ability to perform
and prioritize multiple tasks seamlessly with superb attention to
- Excellent time management skills and able to meet deadlines
- Outstanding oral, written, and
interpersonal communication skills.
- Possesses superb judgment, impeccable integrity, and the
maturity to handle sensitive information with care, discretion, and
- Works well under pressure and able to adapt to competing
demands with grace and ease.
- A self-starter that does not need constant supervision and
- Resourceful in executing tasks and finding solutions when
- Fluency with social media, websites, and new digital
- Experience operating and troubleshooting audio/visual equipment
such as projectors, conference phones, and web-based video
- High proficiency in Microsoft Office Suite (Word, Outlook,
- Readiness to take on a wide range of tasks as they arise.
- Demonstrated ability to receive and incorporate feedback and
- Associate’s or Bachelor’s degree required (open to
consideration of robust and relevant work experience).
IDEAL CANDIDATE PROFILE
The ideal candidate is a detail-oriented, master multi-tasker
with excellent administrative, communications, and interpersonal
skills. They have strong nonprofit experience, an upbeat attitude,
readiness to embrace diverse challenges, and an eagerness to learn.
The EABL will join the Foundation during a shift in overall
strategy and associated work; candidates should be creative,
energetic, adaptable, and comfortable with ambiguity. The right
candidate will have a great sense of humor, exude kindness and
humility, and be a team player. They will have the ability to
handle multiple projects simultaneously, knowing how to prioritize
and adjust timetables based on demand and other circumstances. A
passion for the Foundation’s mission is essential.
For the Executive Assistant & Board Liaison position,
Victoria Foundation anticipates an annual base starting salary
range of $75,000 to $80,000. The Foundation is committed to
supporting its staff with a highly competitive benefits package and
multiple opportunities for professional development.
VICTORIA FOUNDATION COMMITMENT TO EQUAL OPPORTUNITY
We value a diverse workforce and an inclusive culture. We employ
qualified people without regard to: race; color; religion; sex;
national origin; age; ancestry; physical abilities; sexual
orientation; pregnancy or breastfeeding; veteran or military
status; marital status; civil union or domestic partnership status;
arrest record; citizenship; credit history; genetic information;
gender identity or expression; status as a victim of domestic
violence, sexual violence, or stalking; or any other characteristic
protected under federal or state law.
HOW TO APPLY
Please send a cover letter, resume, and the names of 2
references to Craig Drinkard and Irene Cooper-Basch, Co-Executive
Officers at email@example.com
by January 14, 2022.