Grantmakers for Education (GFE) is seeking a professional executive assistant with strong detail orientation and commitment to helping us achieve our purpose of strengthening philanthropy to improve outcomes and expand opportunities for all learners.
Grantmakers for Education’s mission is clear: improve outcomes for all learners by serving as a trusted partner for all education philanthropists as they adapt to the changes impacting our world. GFE brings together hundreds of private and public philanthropies committed to improving public education, including closing the achievement gap for students from all backgrounds, improving teaching and leadership and fostering innovation and new models for learning. We provide a forum for interaction and engagement for our members that builds upon and deepens the impacts of their individual investments by enhancing their knowledge about effective education strategies and high-impact grantmaking strategies.
It is an exciting and inspiring time to join our team as we position the organization to exceed the expectations and needs of its members and continue to develop programs and services that focus on the most critical education matters ahead.
GFE offers a culture of committed team members working toward a common cause, competitive salary and benefits options, and generous vacation policies. The organization is virtual, but the ideal location for the executive assistant is Greater Boston.
For more information about our work and results, please visit http://www.edfunders.org
Reporting directly to the executive director, the executive assistant provides executive support in a one on-one working relationship. The executive assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the executive director. The executive assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
The executive assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The executive assistant will have the ability to work independently on projects from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. While GFE is a virtual organization, preference will be given to candidates in the Greater Boston area.
Roles and Responsibilities
- Completes a broad variety of administrative tasks for the executive director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates and ensures that the executive director’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the executive director’s time and office.
- Communicates directly, and on behalf of the executive director, with board of directors, members, staff and others, on matters related to the director’s programmatic initiatives.
- Researches, prioritizes and follows up on incoming issues and concerns addressed to the executive director, including those of a sensitive or confidential Determines appropriate course of action, referral or response.
- Provides a bridge for smooth communication between the executive director’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Works closely and effectively with the executive director to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the executive director updated.
- Provides basic support updating and editing documents and slide decks for use by executive director.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the executive director, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executive director’s ability to effectively lead the company.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Board of Directors Support and Liaison
- Serves as the liaison, on behalf of the executive director, to Grantmakers for Education’s board of directors.
- Assists board of directors with travel arrangements, lodging and meal planning as needed.
- Maintains discretion and confidentiality in relationships with all board of directors.
- Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Manages scheduling for all board and board subcommittee meetings.
- Is responsible for file management and updates of all board materials.
- Assists staff liaison with development and tracking of subcommittee work plans.
- Manages survey administration and data collection (board profile survey, board self-assessment survey).
- Attends all board meetings to support with logistics and coordination of meetings.
Senior Management Liaison
- Participates as an adjunct member of the executive team including assisting in scheduling meetings and attending all meetings
- Assists in coordinating the agenda of senior management team meetings.
- Facilitates cross-divisional activities and outreach.
- Ensures that the executive director's bio is updated and responds to requests for materials regarding the executive director and the organization in general.
- Edits and completes first drafts for written communications to external stake holders.
- Works with the strategic initiatives team in coordinating the executive director’s outreach activities.
- Follows up on contacts made by the executive director and supports the cultivation of ongoing relationships.
- Edits all, and creates acknowledgement letters from the executive director to donors.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
- Expert level written and verbal communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Highly flexible in approach, recognizing that dealing with unpredictability and change will be an ongoing part of the job.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Forward thinker who actively seeks opportunities and proposes solutions.
Education and Experience Requirements
- Bachelor's degree required.
- Strong work tenure: 3 to 5 years of experience supporting C-Level Executives, preferably in a non-profit organization.
- Experience and interest in internal and external communications, partnership development and development role.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and social media platforms.
Grantmakers for Education offers competitive compensation, an excellent benefits package (including fully paid health insurance and a generous employer retirement contribution), and a collegial, casual and flexible work environment.
To apply, please submit an updated resume and a detailed cover letter addressing why you are interested in the mission of Grantmakers for Education and the executive assistant role specifically to firstname.lastname@example.org. Applications are reviewed on a rolling basis and the role will be open until filled.