Entry Level - Executive Assistant / Full-Time (Remote)

The Executive Assistant is responsible for providing high level administrative and organizational support to the Chief Executive Officer. As an integral part of the OCEO team, he/she serves as the CEO’s gatekeeper and will ensure that the office operations run smoothly and efficiently. He/she will handle all administrative duties, which include handling all travel arrangements, setting up meetings internally and externally across the globe, managing meeting preparations and organization of background materials, processing expense reports, drafting thank you letters and other executive correspondence, and managing the CEO’s active calendar and daily call and task list.
This role requires someone with extraordinary organizational and administrative skills, as well as extraordinary written and oral communication skills. He/she must be flexible and agile and must have experience in a fast-paced environment, be able to handle a heavy volume of daily tasks and manage a very busy, rapidly evolving schedule with significant travel. He/she must have a sharp eye for details and the ability to adapt and adjust quickly.
Responsibilities include:

• Reach out to and work with colleagues in advance of meetings (internally or externally) to prepare briefing and background materials, agendas, contact lists, biographies, etc.
• Process expense reports on a timely basis.
• Interact with senior level governmental leaders, donors, senior staff members, and lay leaders in a professional and platinum-service oriented manner, in person, by phone/video, and in writing.
• Access information from Raiser’s Edge, our database, for the CEO and record appropriate actions and notes in Raiser’s Edge.
• General office duties include managing all incoming correspondence, scheduling appointments and coordinating meetings, managing and maintaining the CEO’s travel calendar, electronic organizing of documents, tracking CEO communications and recording details into the database.
• Keep organized task and call list for CEO and ensure timely completion of each.
• Manage special projects as assigned by CEO and OCEO team.
• Work closely with OCEO and senior management to coordinate flow of information for CEO.
• Organize and prioritize large volumes of information, e-mails, phone messages, and incoming and outgoing mail.
• Arrange complex and detailed travel plans, itineraries, and agendas for the CEO; and compile documents and research for travel-related meetings (both domestic and international).
• Screen and manage emails, visitors and callers and act as a gatekeeper to the CEO, in order to ensure efficient use of his time.
• Get to know key internal and external stakeholders in order to be the first point of contact for OCEO.
• Schedule and organize appointments/meetings; keep track of follow up; prepare agendas and materials; set up video meetings, conference calls, or in person meetings.
• Work closely and effectively with the CEO to keep him organized, on schedule, and well informed of upcoming commitments and responsibilities, following up when appropriate.
• Track requests from internal stakeholders and work closely with OCEO team to ensure that responses are provided in a timely manner.
• Compose correspondence, including thank you letters.
• Draft and design general correspondence, reports, charts, spreadsheets and tables, as needed.

Benefits:
Comprehensive benefits package includes:

• Medical, vision, and dental plans
• 403(b) participation, after one year of employment
• Paid Holidays (many Federal and major Jewish Holidays)
• Flexible Spending Account options
• Generous Paid Time Off (PTO) - 10 vacation days per year, that increases with continued employment
• Hybrid work schedule
• Transit plan