Senior Executive Assistant, Executive Office

Position description

The Global Impact Investing Network, Inc. (GIIN) is the leading industry body for impact investing. Since 2009, the GIIN has worked to increase the scale and effectiveness of impact investing to solve systemic problems facing people and the planet. With approximately 450 members across six continents, the GIIN serves as a hub for innovation, ideas and information to help investors build a more sustainable, inclusive and resilient world. Learn more at thegiin.org.

About the position

The Senior Executive Assistant will provide administrative and operational support to the Executive Office, working with the Executive Assistant. This is an in-person position at our office in Lower Manhattan.

The Senior Executive Assistant will support a team of 3-4 executives. They will work with the Executive Assistant to lead management of schedules and calendars, being both responsive and proactive in maximizing the Executive Team members time, in close coordination with the Chief of Staff (COS). They will inform and implement decisions with guidance from the Executive Team, as relevant and based on each executives preferences. They will help manage travel, schedule meetings, and host guests as directed. They will promptly and correctly support Executive Office administration, including submission of expenses, meeting organization (in-person and virtual), key relationship support and other tasks that help ensure the GIINs executive staff have what they need to serve internal and external stakeholders well, in support of our organizational mandate. They will provide guidance and support to the Executive Assistant, and assign relevant tasks to ensure work is delivered in alignment to timelines and priorities.

In addition, the Senior Executive Assistant will work independently to organize and complete special projects, and will occasionally assist with high-level general office management requests as needed. They will actively participate in office life, helping fellow team members and collaborating across functions.

Position description

Responsibilities include:

• Provide general administrative support to 3-4 executives, including managing calendars and correspondence, editing and drafting documents, compiling and submitting expense reports, preparing meeting agendas and minutes as directed, and other support functions as needed.
• Prepare business documents, including memos, letters, vendor contracts and emails.
• Coordinate closely with the Chief of Staff and Executive Assistant regarding workflow, prioritization and planning.
• Manage and delegate workflow to the Executive Assistant as required and as relevant, providing a supportive learning environment for the EA.
• Maintain mindful gatekeeping guidelines to manage calendars for the executives as needed/directed, and helping to ensure schedules are followed and respected.
• Communicate efficiently and, often quickly, with the CEO, Executive team, and Chief of Staff regarding calendar changes, upcoming commitments and responsibilities, suggesting solutions as needed and following up appropriately. Keep executives and Chief of Staff informed of upcoming commitments and responsibilities, following up appropriately.
• In close collaboration with the Executive Assistant and Chief of Staff, support the Executive Office as needed in preparing for and supporting Board of Directors meetings, maintaining established and developing processes to ensure efficiency, accuracy and strict confidentiality.
• Maintain high standards of professionalism, confidentiality, sensitivity and decorum, ensuring that all interactions and communications reflect the Executive Offices expectations and strategic objectives.
• Support the research, prioritization, and follow up on incoming issues and concerns including those of a sensitive or confidential nature, as directed by the Executive Office in close coordination with the EA and COS.
• Maintain consistently evolving appropriate business sense aligned with the objectives of the Executive Office as to when to act independently vs. when to ask for direction.
• Oversee the completion of critical deliverables and special projects accurately and on time as directed by the Executive Office, often involving complex business relationships requiring strict confidentiality.
• Work with the EA as needed to mindfully resolve calendar conflicts inline with Executive Office strategic objectives.
• When directed by the COS or executive team, communicate clearly,accurately and efficiently to protect and maintain relationships with important stakeholders including donors/partners and their support staff, GIIN colleagues, the Board of Directors and all others on behalf of the Executive Office.
• Support good data hygiene and management through meticulous data entry and organization, especially using SharePoint, Salesforce, and Outlook calendar/contact management.
• Provide back-up support to the operations team as needed.
• Other duties as needed

Candidate profile

The Senior Executive Assistant must be an empathetic, resourceful, down-to-earth and highly responsible professional with a flexible, collaborative spirit and a personal sense of ownership regarding their position. In addition, they must be approachable, friendly and enjoy working in a small office, eager to contribute to a mission-oriented, results-driven, and community based work environment.

The ideal candidate should have at least 5-7 years of experience providing office support, ideally to executive-level staff, demonstrating an ability to consistently employ impeccable judgment and discretion in all situations. They will have prior experience in managing multiple priorities and will work well under pressure. They will be pragmatic, process-oriented problem solvers who can often operate independently, or proactively seek direction/help as needed. They will handle a wide variety of activities and confidential matters with kindness, respect and discretion. The Senior Executive Assistants work and orientation will reflect the professionalism and values of the Executive Office and the GIIN as an organization, internally within our community as well as externally as a global leader in impact investing.

They must be a calm, confident team player with excellent organizational skills, multi-tasking abilities, and high personal standards. A sense of humor and commitment to the GIIN values and culture are essential. The Senior Executive Assistant will report to the Chief of Staff, as well as to the individual executive team members.

Qualifications

• A minimum of five to seven years of experience providing direct administrative support, preferably to C-Level executives.
• Associates degree or higher is preferred.
• Strong organizational skills and abilities to perform and prioritize multiple tasks seamlessly with relentless attention to detail.
• Project management experience preferred.
• Proven interpersonal skills and the ability to build relationships with stakeholders, including senior external partners, donors, other service providers, and GIIN staff members at all levels.
• Entrepreneurial work approach, with an enthusiasm for growth within a fast-paced environment.
• Ability to handle confidential information with complete discretion and be mindful in prioritizing competing demands.
• Excellent written and verbal skills.
• Strategic-minded support approach, proactively seeking opportunities and proposing solutions to problems.
• Interpersonal skills to thrive in a small team environment. Proven team player eager to work both independently and collaboratively.
• Proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint). Familiarity with SharePoint, Slack, Asana and Salesforce is a plus, and overall mindset oriented to learning new software and technology.
• Engaged approach regarding the objectives and priorities of the Executive Office and a willingness to learn new skills.
• Alignment in thought and action with GIINs values:https://thegiin.org/values-and-guiding-principles
• Commitment to human dignity, justice, fairness, and respect. The GIIN considers the values of human dignity, fairness, justice and respect to be central to the work it does as a champion of impact investing. The GIIN believes that upholding these ideals is a global imperative and is an essential purpose of impact investing. While the challenges associated with these values are experienced differently across cultures, nations, and societies, they are fundamental to a shared human experience and the building of strong communities, a healthy world, and a sustainable future for all people. Successful candidates will be committed to continuous learning about human dignity, justice, fairness, and respect and how to manifest these principles in the workplace.

Location

This position will be based in our New York City office year-round and is not eligible to participate in the GIINs hybrid work model. Candidates must possess valid authorization to work in the United States that does not require employment visa sponsorship.

Application instructions

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