Executive Assistant

Helen Keller International New York , NY 10001

Posted 2 months ago

Co-founded in 1915 by Helen Keller, Helen Keller International is an international development organization dedicated to saving and improving the sight and lives of the worlds vulnerable.
We combat the causes and consequences of blindness, poor health and malnutrition with more than 120 programs in 20 African and Asian countries, as well as in the United States.
Renowned for our reliability, efficiency and high level of technical expertise, Helen Keller International promotes the development of large-scale, sustainable solutions to some of the most pressing issues in public health.
The New York office of HKI is seeking an EA to support its dynamic and fast-paced President and CEO in all aspects of her work, including liaising with and supporting the Board of the Trustees, leading and coordinating the Executive Management Team (EMT), directing special projects, external representation and other executive activities.
The Assistant serves as a primary point of contact both within HKI and externally for the President and Board, facilitating information flow among all the above parties and global staff in support of HKIs commitment to transparent management processes.
As such, the Assistant is exposed to the full range of what is entailed in running an international NGO.
The Executive Assistant streamlines the workload of the President by managing all administrative aspects of the Executive department including 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 President, develop annual calendar for Board events (meeting schedule, field visits, etc.) and assist with establishing priorities for Board activities.
Support the President and Board Chair in the preparation of coherent and relevant agendas for Board and Executive Committee meetings.
Collect and/or prepare and distribute background materials for these meetings.
Schedule and manage the logistics (site selection, catering, hotel, transportation) for in-person full Board meetings, Executive Committee meetings, and other Committee meetings as requested, plus teleconferences, as well as occasional Board dinners, retreats, and other events.
Attend all Board and Executive, Nominating, and Governance Committee meetings.
Prepare and distribute background materials as needed.
Take minutes, finalize and distribute approved versions and report on proceedings to absent members, as requested.
Act as primary point of contact and liaison for all HKI Board members to ensure thorough and timely communication among Board and its interlocutors.
Maintain a secure Board website to facilitate information flow and maintain historical records.
Maintain tickler files to support Presidents 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 Strategic Plan and HKIs Governance Standards.
In collaboration with the President and key Board members, develop and administer biannual Board self-assessment survey, and policies and orientation materials for the Board (e.g.
Trustees handbook, expense policies). Provide logistical support and act as liaison for semi-annual Board field visits, which may include major donors.
Serve as custodian of all HKI official and legal documents and records.
Management of Presidents Office and Management Teams Schedule and manage the logistics for EMT meetings and periodic retreats.
Prepare agenda and compile meeting background materials.
Take minutes and maintain records for EMT and US Region Management Team.
Maintain secure EMT knowledge sharing site to facilitate information flow and maintain historical records.
Publish meeting schedules, agendas and minutes, in consultation with the President.
Assist President and the chairs of various senior management teams to manage the follow-up to decisions taken by the management teams.
Draft annual budget projections for the Executive office, Board, and Government Relations units in consultation with the President, and administer budget throughout the year, including monthly review and analysis of results.
Maintain Presidents 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 President when s/he is unavailable; keep President duly informed of developments in the office or on the Board.
Administration Organize and maintain hard and virtual file system.
Compose routine correspondence.
Process office expenditures, including but not limited to the Presidents corporate credit card accounts, memberships and business expense reports.
Arrange travel and itineraries for President.

Qualifications: Minimum of a Bachelors degree plus at least five years administrative experience supporting a senior executive, preferably with experience in an international organization, and in a non-profit setting, or equivalent combination of education and experience.
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.
To Apply:
Qualified candidates should submit a cover letter and resume to noting the job title in the subject line.
Applications will be accepted until the position is filled.
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Executive Assistant

Helen Keller International