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Executive Assistant

Employer
Helen Keller INTL
Location
New York, United States
Salary
$61,000.00 - $91,000.00
Closing date
Nov 26, 2022

View more

Position Type
Administrative, Other Administrative
Fields
Other Fields
Employment Type
Full Time
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Helen Keller

JOB ANNOUNCEMENT

 

Executive Assistant

(New York, NY)

 

Guided by the remarkable legacy of our co-founder, Helen Keller, Helen Keller Intl partners with communities striving to overcome longstanding cycles of poverty. By delivering the essential building blocks of good health, sound nutrition and clear vision, we help millions of people create lasting change in their own lives. Working in more than 20 countries – across Africa, Asia, Europe and the United States – and together with a global community of supporters, we work to ensure every person has the opportunity – as Helen did – to reach their true potential.


The New York office of Helen Keller Intl is seeking an Executive Assistant (EA) to support the President and CEO in all aspects of her work, including strategic planning and visioning processes; leadership and coordination of the Executive Management Team (EMT) and related senior management teams; liaising with, and support to the Board of Trustees; special projects; external representation and fundraising; and other executive activities. The Assistant serves as a primary point of contact both within Helen Keller International and externally for the CEO and Board, facilitating information flow among all the above parties and global staff in support of Helen Keller’s commitment to transparent management processes.

 

The Executive Assistant streamlines the workload of the CEO by managing all administrative aspects of the Executive department including Board management.  These responsibilities include budgeting and expense monitoring, meeting logistics, travel, maintaining all official corporation records, and handling day-to-day operations. 

 

Key Responsibilities

 

Board of Trustees Support/Governance

  • In consultation with CEO, develop annual calendar for Board events (meetings, field visits, etc.) and assist with prioritization and execution of Board-related responsibilities.
  • Support the CEO and Board Chair in the preparation of agendas for Board and Executive Committee meetings. Prepare and/or collect, consolidate and distribute background materials for these meetings.
  • Schedule and manage the logistics for Board meetings, Executive Committee meetings, and other Board Committee meetings as requested, as well as occasional Board dinners, retreats, and other events.
  • Attend all Board and Executive Committee meetings. Take minutes, finalize and distribute approved versions and report on proceedings to absent members, as requested.
  • Support the Governance Committee through development of meeting materials, board member attendance tracking (as noted below), tracking of Committee annual plans, etc.
  • Provide some administrative support to Board Finance, Audit and Program Committees, assisting with scheduling and agenda development.
  • During Strategic Planning years, support Board Strategic Planning Task Force, scheduling and minuting meetings and preparing and distributing meeting materials.
  • Support other Board ad hoc task forces as appropriate.
  • Support semi annual Board visits to the field through development of pre-trip informational packets and assistance with visas, as needed.
  • Act as primary point of contact and liaison for all Helen Keller Intl Board members to ensure timely communication among Board and its interlocutors.
  • Maintain a secure and up-to-date Board website to facilitate information flow and maintain historical records.
  • Maintain tickler files to support CEO’s management of Board activities, and to support effective communication and transparent implementation of Board decisions.
  • Track and maintain records of Board and committee meeting frequency and members’ attendance, along with other metrics related to the Strategic Plan and good governance practices. This includes providing data to the External Relations team to update annual Board Member Participation Summaries.
  • In collaboration with the CEO and key Board members, develop, administer and consolidate results of biannual Board self-assessment survey.
  • Develop and maintain policies and orientation materials for the Board (e.g. Trustees handbook, orientation packet, expense policies), and support new Board member orientation through scheduling and tracking of progress.
  • Serve as custodian of all Helen Keller International official and legal documents and records.

 

Management of President’s Office and Management Teams

  • Schedule and manage the logistics for Executive Management Meetings (EMT) meetings (both virtual and in person) and periodic retreats, as well as meetings of related senior management bodies such as “EMT plus Regional Directors” and virtual global Country Director meetings. Prepare agendas, compile meeting background materials and track pending agenda items and follow-up tasks.  Take minutes and maintain records for EMT and related expanded EMT meetings.
  • During Strategic Planning years, support the work of the staff Strategic Planning Steering Committee, scheduling and minuting meetings, preparing and/or collecting meeting materials and tracking assigned tasks.
  • Maintain secure EMT knowledge sharing site to facilitate information flow and maintain historical records. Publish meeting schedules, agendas and minutes, in consultation with the CEO.
  • Draft annual budget projections for the Executive office and Board of Trustees in consultation with the CEO, and administer budget throughout the year, including monthly review and analysis of results.
  • Maintain CEO’s schedule, preparing and archiving relevant background materials for meetings, as necessary.
  • Draft and edit PowerPoint presentations.
  • Represent the Executive department and serve as a primary point of contact for CEO when s/he is unavailable; keep CEO duly informed of developments in the office or on the Board.

 

Administration

  • Receive and process all incoming and outgoing mail for the President’s office; answer and screen CEO's telephone calls.
  • Handle guest administration and greet guests to the President’s office.
  • Organize and maintain hard and virtual file system. Manage shared files and sites in SharePoint and Microsoft Teams for the President’s Office files as well as the EMT.
  • Compose routine correspondence.
  • Process office expenditures, including but not limited to the CEO’s corporate credit card accounts, memberships and business expense reports.
  • Arrange travel and itineraries for the CEO.
  • Provide administrative support to some EMT members on an ad hoc basis.
  Required Qualifications/Competencies
  • Minimum of a Bachelor’s degree plus 3-5 years administrative experience supporting a senior executive. Experience in an international organization and/or in a non-profit setting highly preferred.
  • Outstanding time management and organizational skills including keen attention to detail with ability to track multiple projects at one time.
  • Strong interpersonal skills including ability to interact with individuals from diverse backgrounds and to handle confidential matters with discretion and judgment.
  • Experience liaising with Board members, coordinating related meetings, and taking minutes.
  • Strong written and oral communication skills, including the ability to:
    • Effectively present information and respond to questions from groups of managers, partner organizations, donors, and the general public; and
    • Synthesize complex and sensitive material and record information accurately and appropriately.
  • Excellent computer literacy including hands-on knowledge of database, spreadsheet, presentation and word processing software, and ability to navigate and use the Internet effectively.
  • Ability to maintain in-house data repositories to facilitate information sharing that incorporate searchable documents and calendars.
  • Experience with international travel planning a strong plus.
  • French language skills a plus.
  • Collaborative, flexible and solution oriented.
  • Demonstrable respect for all persons regardless of religion, ethnicity, class or gender, with a high comfort level working in a diverse environment with a demonstrated commitment to high professional ethical standards.
  • Commitment to Helen Keller Intl’s work and mission.
  • Helen Keller Intl requires all staff to be fully vaccinated against COVID-19, whether or not they have had COVID.
  • Ability and willingness to flex work hours to accommodate multiple time zones. Core work hours are expected to follow Eastern Standard Time (US).
  • This full-time position requires at least two days per week onsite at Helen Keller’s New York City location.
Compensation

The midpoint of the salary range for this position is $76,000 with a minimum of $60,800 and a maximum of $91,200.

Actual base salary may vary based upon, but not limited to, relevant experience, base salary of internal peers, and business sector.

 

To Apply

Qualified candidates should submit a cover letter and resume to hki.recruitment@hki.org Applications will be accepted until the position is filled.

 

 

 

In the spirit of our founder and namesake, Helen Keller

is dedicated to building an inclusive workforce where diversity is fully valued.

 

We are an Equal Opportunity Employer where all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, genetic information, disability, or protected veteran status.

 

We are committed to providing reasonable accommodation to individuals with disabilities. If you are a qualified individual with a disability and need to request an accommodation during the application or interview process, please contact us at the email above or call: +1 646-356-1789.

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