Executive Assistant and Board Liaison

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 equipment.
• 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 needed.

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 detail.
• Excellent time management skills and able to meet deadlines consistently.
• Outstanding oral, written, and interpersonal communication skills.
• Possesses superb judgment, impeccable integrity, and the maturity to handle sensitive information with care, discretion, and confidentiality.
• 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 direction.
• Resourceful in executing tasks and finding solutions when problems arise.
• Fluency with social media, websites, and new digital technologies.
• Experience operating and troubleshooting audio/visual equipment such as projectors, conference phones, and web-based video conferencing systems.
• High proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).
• Readiness to take on a wide range of tasks as they arise.
• Demonstrated ability to receive and incorporate feedback and direction effectively.
• 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.

COMPENSATION

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 EMPLOYMENT

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 jobs@victoriafoundation.org by January 14, 2022.