Executive Assistant & Board Secretariat

Location: Remote (ability to travel to occasional meetings in NYC preferred)

Status: Full-time

Reports to: Executive Director

Salary: $62,000 – $85,000

Deadline to apply: September 17th, 2023

Online link to job description: https://gifct.org/opportunities/

Position Summary

GIFCT is seeking a highly organized and self-motivated NYC-based Executive Assistant to provide support to its Executive Director. Key responsibilities will include managing the schedule, correspondence, and meetings of the Executive Director, coordinating with GIFCT team members to prepare briefing and outreach materials, and attending or assisting with events and meetings as needed.The ideal candidate possesses excellent communication and interpersonal skills, time and priority management experience, some event planning and meeting preparation experience, and strong attention to detail.

Role Description

Executive Support (50%)

• Manage scheduling and preparations for virtual and in-person meetings for the Executive Director
• Provide strategic input on and contribute to research and writing on relevant initiatives to the Executive Director and GIFCT
• Answer and respond to phone calls, communicate messages and information to the Executive Director
• Maintain various confidential records and documents for the Executive Director
• Facilitate the Executive Director’s participation in events, including by managing logistics and drafting talking points
• Manage correspondence to and from the Executive Director’s email and other shared inboxes as necessary
• Coordinate domestic and international travel arrangements
• Support GIFCT strategic planning, priorities, and goals as necessary
• Draft, review, and send communications on behalf of the Executive Director as requested
• Organize and prepare for meetings, including gathering documents and attending to logistics
• Advise the Executive Director on priorities and workload management

Operating Board Support (25%)

• Support Directors with meeting material preparation, communication, and follow-up
• Support GIFCT team participation in quarterly meetings, including by managing travel or virtual participation
• Alongside directors, represent GIFCT at regular meetings of the working group level of the Operating Board
• Record and finalize minutes from quarterly Operating Board meetings
• Draft and coordinate correspondence between the Executive Director and Operating Board

Cross-Team Support (10%)

• Provide special project support to the Director of Operations
• Serve as an onboarding mentor for new hires
• Coordinate team-wide project or event scheduling

Independent Advisory Committee (IAC) Support (10%)

• Join IAC meetings, as permitted, and support the Executive Director with communications and meeting preparation as necessary
• Serve as the primary point of contact for IAC Secretariat
• Facilitate IAC communications with GIFCT team

Other Duties As Assigned (5%)

Qualifications and Experience

• Legally authorized to work in the United States.
• Proven ability to meet deadlines and effectively manage multiple tasks while utilizing superior organization skills with high attention to detail.
• Availability to occasionally travel both domestically and internationally as needed.
• Proficient in Google Suite apps and Microsoft Office.
• Excellent written and verbal communications skills.
• Strong commitment to GIFCT’s mission, purpose, and values.
• Resourcefulness and ability to work independently and with excellent judgment, taking ownership of a wide range of responsibilities.
• Experience managing communications for high-level political, business, and/or non-profit officials, both in the U.S. and internationally.
• Experience handling sensitive information with the highest level of discretion.
• Experience managing complicated domestic and international logistics – ideally with experience securing travel visas.

Benefits

• Short-term disability and life insurance
• 401(k) with a three percent employer match and additional discretionary contribution
• 20 weeks of paid time away for birth mothers and 12 weeks of fully paid parental leave for all other new parents, including adoptions and foster placement
• 100% health, vision, and dental coverage for employee and dependents
• Flexible paid time off, with an expected minimum of 28 days inclusive of 11 office-wide holiday closures
• Flexible work hours and location
• Flexible Spending Accounts (FSA)

How to apply

Please send your resume and cover letter by September 17, 2023 [email protected] “Executive Assistant” in the subject of your email by September 17, 2023.

Due to the very high number of applications we receive when positions are posted, we are only able to respond directly to candidates with whom we wish to move forward in the interview process. Thank you to all applicants.