Scheduler and Executive Assistant to the President

About the Role

Details

Responsibilities

• Maintaining the President’s Calendar 
• Maintain an understanding of the needs of the President’s calendar, ensuring balance between meeting time, both internal and external, as well as time to perform tasks and build strategy;
• Manage daily schedule adjustments with calm, savvy, and flexibility;
• Collaborate with the Chief of Staff and Senior Executive Coordinator, to navigate the President’s  priorities to ensure short-term and long-term meeting needs are met;
• Convene and run meetings as appropriate and necessary, to address the President’s scheduling needs, and strategically set the President’s calendar; Communicate the final product to all interested stakeholders, to include other principals, the Board, and the Executive Team.  
•  Preparing the President for Meetings and Events
• Gather and compile  relevant documents for the President to prepare for appointments,  collaborate with various departments on materials needed, review documents to be certain that they are accurate and complete, and prepare summaries, cover sheets, and other briefing materials for the President as  needed;
• As needed and appropriate, communicate with staff of other principals to ensure proper coordination of meeting materials and preparation of the President;
• Assess competing calendar priorities and ensure the Presidents' needs are met.
• Administratively Manage Leadership Meetings 
• Attend leadership meetings, as appropriate: take notes, track action items, and prepare follow up briefings for the President and Executive Office;  
• In collaboration with the Senior Executive Coordinator and the Chief of Staff, act as a conduit of information between the staff and the Executive Office; ensure that sufficient and relevant information is shared by and with the staff in the furtherance of decision-making to support the daily functions of the Executive Office;
• Act as a first point of contact for the President, protecting the President's calendar, interfacing with internal staff, external stakeholders, and others in line with the organization’s values.
• Managing Administrative Tasks
• Maintain all administrative  processes in the President’s office including preparing the President’s timecards, receipts, invoice processing, credit card reconciliation, expense reimbursement, correspondence and routing contracts that must be  signed by the President; 
• Assist other members of the Executive Office as  needed.
•  Assisting in Special Projects 
• Support Executive Office special  projects including, but not limited to, preparing presentations, assessing organizational best practices, and managing planning processes.

Qualifications

• Three or more years of experience in a scheduling or executive administrative role (e.g., supporting  executive-level staff and/or Board of Directors) required. 
• Eagerness and ability to take on work cooperatively, with an eye towards the crucial role an Executive Office plays in the success of an organization
• A demonstrated understanding and ability to represent, where appropriate, and reflect, where necessary, the perspective of Reproductive Freedom for All's President
• Ability to be flexible, nimble, and creative with scheduling requests all while staffing the President 
• Highly organized, with a demonstrated ability to work both independently and collaboratively in a fast-paced, dynamic  environment
• Keen attention to detail 
• Strong verbal and written  communication skills  
• Experience with or demonstrated ability to handle multiple priority tasks simultaneously  
• Superior interpersonal skills
• Ability to exercise independent judgment
• High degree of diplomacy and confidentiality
• Proficiency in MS Office, Excel, Publisher, Google Suite, and/or other related software skills, and web-based research tools 
• A personal passion and commitment to the organization’s mission and an understanding of the reproductive freedom issue
• A commitment to furthering DEI principles in a workplace environment in which diversity is valued and supported
• Experience in non-profit and/or reproductive rights is a plus