Job Title: Executive Assistant to the Managing Director of Public Engagement
Location: San Francisco, CA (REMOTE)
Length of Contract: 5 weeks
Pay: $50-55 per hour, depending on experience
Position Overview: Our client is seeking an Executive Assistant to the Managing Director of Public Engagement. This role will provide high-level administrative support, ensuring the efficient operation of the office and assisting with the execution of the Director's day-to-day responsibilities. This role requires impeccable organizational skills, discretion, professionalism, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will have a strong background in executive support, excellent communication skills, and a keen interest in public engagement, community relations, and advocacy initiatives.
Key Responsibilities:
Administrative Support:
Manage the Managing Director's calendar, scheduling meetings, appointments, and events, ensuring proper time management and prioritization.
Coordinate travel arrangements, including booking flights, accommodations, and preparing detailed itineraries.
Prepare meeting materials, presentations, reports, and correspondence on behalf of the Managing Director.
Organize and maintain filing systems, ensuring confidentiality and efficient retrieval of documents.
Monitor and respond to emails, phone calls, and other forms of communication as needed, prioritizing urgent matters.
Project Management:
Assist the Managing Director with tracking key public engagement projects and initiatives, ensuring deadlines are met and deliverables are completed.
Liaise with internal teams and external partners to ensure smooth execution of projects and events.
Provide logistical support for public engagement programs, community outreach, and other high-profile events.
Compile and analyze data for presentations, reports, and proposals.
Stakeholder Engagement:
Serve as the first point of contact for the Managing Director, building strong relationships with internal teams, external stakeholders, and community partners.
Facilitate communication between the Managing Director and key stakeholders, ensuring that messages are relayed accurately and in a timely manner.
Assist with the planning and coordination of public engagement meetings, events, and initiatives involving various stakeholders, including government officials, nonprofit organizations, and the public.
Office Management:
Maintain and organize the office, including inventory and procurement of office supplies and equipment.
Oversee budget tracking for departmental expenses, ensuring adherence to financial guidelines.
Support the Managing Director with additional tasks as needed, including preparing expense reports and processing invoices.
Confidentiality and Discretion:
Handle sensitive information with the utmost confidentiality, professionalism, and discretion.
Qualifications:
Bachelor's degree in business administration, communications, public relations, or related field preferred.
3+ years of experience providing executive-level administrative support, ideally in a nonprofit, government, or public relations setting.
Exceptional organizational skills, with a keen attention to detail and the ability to prioritize and manage multiple tasks simultaneously.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
Strong interpersonal skills with the ability to interact effectively with diverse groups and stakeholders.
Experience in event planning, public engagement, or community relations is highly desirable.
Ability to exercise sound judgment, maintain discretion, and handle confidential information.
Flexible and adaptable, with a proactive approach to problem-solving.