Executive Assistant to the CEAO

Executive Assistant

The Executive Assistant provides administrative support to the Chief External Affairs Officer.

The position reports to the CEAO.

The Executive Assistant (EA) provides a broad variety of executive support in a one-on-one working relationship, serving as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEAO. Assists in organizing and coordinating retreats, site visits and external relations efforts; supports the CEAO with all travel and expense management and completes special projects as assigned. The EA exercises good judgment and maintains confidentiality and discretion in a variety of situations.

Roles and Responsibilities:

• Serves in gatekeeper role for internal and external constituencies, consulting with CEAO as needed and using discretion to determine appropriate course of action. Prioritizes conflicting needs while providing a bridge for smooth communication between the CEAO and internal departments; demonstrates leadership to maintain credibility, trust and support with LIIF staff.
• Working with both external and internal contacts, schedules and manages a calendar of calls, videoconferences and in-person meetings. Maintains CEAOs contacts in Outlook.
• Works closely and effectively with the CEAO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Works with staff and external constituencies to obtain preparatory materials for CEAOs review in advance of meetings.
• Attends virtual meetings at the request of the CEAO and takes notes that are distributed to attendees. Ensures that attendees follow up on tasks as assigned.
• Maintains tasks / deliverables in Asana of outstanding CEAO meetings, activities and deliverables.
• Arranges frequent travel, including plane, train and hotel reservations and conference registration. Schedules travel-related meetings and obtains necessary preparatory materials in advance.
• Coordinates weekly External Affairs team meetings, soliciting agenda items and disseminating agendas and materials in advance of each meeting. Shares notes after meetings.
• Coordinates the completion of expense reports with receipts, in accordance with internal policies.
• Composes written and email correspondence on behalf of CEAO. Maintains electronic files and records. Completes mailings/shipping and obtain office supplies and equipment.
• Completes special projects at the request of the CEAO, which may involve research, analysis, document formatting and recommendations for a course of action. Create PowerPoint presentations as needed. Ability to use Lucid chart for workflows and visualization. Lead e-signature via Nitro or other platforms to multiple authorized signatories. Maintain delegation hierarchy chart and update if needed.
• Assists in preparing annual department budgets for the Office of the CEAO. Monitors expenditures and reports variances to the CEAO.
• Initiates and executes contracts in Salesforce; coordinates payments to consultants and vendors as approved by CEAO.
• Provides occasional support for other members of the External Affairs team as assigned.
• Works under the supervision of the CEAO on board-related matters. Coordinates with CEAO and other EA staff on the preparation of materials for all committees and board meetings.

• Coordinate with other EAs for preparing efficiently and on time regarding important meetings and events.
• Identifies ways to streamline company operations and practices for improved productivity and reduced duplication.

Qualifications:

Ability to work independently in a fast-paced environment, with minimal supervision. Ability to adapt to and work effectively in evolving situations and to anticipate executive needs. Must possess a high standard for generating quality work and a positive attitude and demeanor. Must possess strong interpersonal skills and be capable of working both independently and seeking guidance from supervisors for priority setting. In addition, candidates will have advanced-level skills with Microsoft Teams, Outlook, Word, and PowerPoint; proficiency with Excel and Zoom; and familiarity with databases such as Salesforce and expense management systems like Concur or Expensify. Will possess strong administrative and organizational skills; excellent communication skills, verbal and written; and research experience. The EA will be able to work under pressure and meet deadlines in a fast-paced environment; and will be able to handle complex logistical arrangements.

Educational and Other Requirements:

A bachelors degree or equivalent experience is required. The candidate must have a minimum of two years of comparable experience supporting a C-level executive. The position is demanding and requires excellent attendance, self-motivation, attention to detail, thoroughness, creativity, and a high degree of flexibility. Travel may be required at least once each year, for 2-3 days each trip. Individuals will be committed to LIIFs mission. Development, policy, or communications experience and early childhood education, housing, or community development knowledge is not required but is a plus.

Notice to Third Party Recruitment Agencies:

Please note that Low Income Investment Fund does not accept unsolicited resumes from recruiters or employment agencies. In the absence of an executed Recruitment Services Agreement, there will be no obligation to any referral compensation or recruiter fee.

In the event a recruiter or agency submits a resume or candidate without an agreement Low Income Investment Fund shall explicitly reserve the right to pursue and hire those

candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, shall be deemed the property of Low Income Investment Fund.

We do not accept unsolicited phone calls. Only candidates being considered for a position will be contacted.

LIIF, an EOE (Equal Opportunity Employer), believes that diversity ensures excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, or national origin. Candidates of diverse background and with diverse experience are strongly encouraged to apply for this position.

Low Income Investment Fund