A prestigious foundation is seeking a resourceful and detail-oriented Executive Assistant to support a member of its C-suite team. This role requires a professional who thrives in a fast-paced environment, leverages exceptional organizational skills, and is collegial and approachable in their interactions. The Executive Assistant will play a pivotal role in ensuring seamless operations and coordination across the foundation's senior leadership, board members, and key projects.
Key Responsibilities:
Draft emails and other communications on behalf of the C-suite executive.
Ensure timely responses to inquiries and streamline correspondence processes.
Assist in planning, managing, and executing special projects, which includes organizing activities, tracking progress, and driving implementation.
Manage deliverables efficiently while maintaining clear communication with stakeholders.
Attend board meetings alongside the executive, taking accurate and concise notes.
Prepare meeting agendas, summarizations, and follow-up materials.
Interact regularly with senior staff and board members to support preparation and logistics for board meetings.
Coordinate logistics for foundation events, ensuring all operations align smoothly.
Manage complex calendar schedules, prioritizing competing demands and providing solutions to scheduling conflicts.
Organize travel arrangements when necessary.
Qualifications:
3-5+ years of experience providing executive support in an executive assistant, paralegal, or administrative assistant capacity
Excellent organizational skills with impeccable attention to detail.
Strong interpersonal and communication abilities; able to maintain professionalism in high-stakes interactions.
Proficiency in Microsoft 365
Must be collegial, approachable, and effective in fostering positive relationships internally and externally
Location: Menlo Park office (Tuesdays and Wednesdays, 9 a.m. - 4 p.m.); Remote other days (occasional availability for foundation meetings outside regular hours is appreciated but not required)