Executive Assistant to the Executive Director

This job description is intended to convey information essential to understand the scope of the position. It is not intended to be an exhaustive list of skills, efforts, duties, or responsibilities associated with the position.

Title: Executive Assistant

Objective: BISC seeks a motivated and proactive self-starter to support our Executive Director. The Executive Assistant manages the ED’s and schedule and her office, including extensive travel. This position also manages the information flow to and from the ED’s office and works to ensure that the ED has all information in a timely manner. This position develops and implements a system for answering a heavy volume of correspondence and telephone calls as well as tracking deadlines and responses. The ideal candidate will have experience supporting a high-level executive and working with multiple departments to ensure seamless preparation for all meetings, projects and events.

Responsibilities include:

Managing calendars including responding to all scheduling requests, confirming meetings, sending meeting reminders
Supporting all meeting/conference call preparation, logistics, and follow through
Tracking to-dos for the ED
Managing all correspondence for the ED including letters, emails, invitations Preparing briefing documents, agendas, outlines, etc.
Maintaining database with all of the ED’s contacts
Coordinating complex travel arrangements
Answering phone calls for the ED as well as the office as requested and needed
Attending meetings and taking minutesSupporting other BISC and BISC Foundation projects and activities as requested and needed
Other related administrative duties such as photocopying, faxing, filing and collating
   

Requirements:

3 to 5 years of relevant experience
Excellent verbal and written communication skills.
Exceptional interpersonal communication skills.
Strong organizational and project management skills
Ability to work independently on assigned tasks as well as to accept direction on given assignments.
Working knowledge of Microsoft Office including Word, Excel and PowerPoint
Familiarity with E-Tapestry and other content management systems a plus.
Demonstrated emotional intelligence and a sense of humor
Ability to balance competing priorities, complex situations, and tight deadlines
Sound judgment and discretion
Long-term commitment to the progressive movement and demonstrated commitment to social, economic and racial justice

Please email cover letter and resume to jobs@ballot.org with subject line “Executive Assistant”. No calls please.