Executive Assistant, Vice President of External Affairs
RASMUSON FOUNDATION IS HIRING!
Executive Assistant, Vice President of External Affairs
Reports to: Chief of Staff FLSA: Exempt
Position Summary
The Executive Assistant provides critical support to the Vice President of External Affairs. A strategic thinker who is adept at handling multiple tasks in a fast-paced environment, this individual is a member of the President’s Team but primarily supports the Vice President of External Affairs. Rasmuson Foundation offers a unique work environment that is diverse, innovative and collaborative. The ideal candidate possesses a wide range of administrative and executive support experience. This position is for someone who works well independently and as part of a team, has an ability to be flexible, thrives on variety and embraces new challenges.
Essential Duties and Responsibilities
Support to Vice President of External Affairs
• Provides time management support and proactively manages calendars, including screening requests and identifying priorities.
• Expertly manages travel arrangements, drafting correspondence and reconciling corporate credit card expenses.
• Provides logistical support for day-to-day meetings, including setup, catering and technology support.
• Acts as lead on assigned projects of special importance to the Vice President of External Affairs and maintains a tracking system of those items.
• Assists in the coordination of major Foundation mailings and external events.
• Performs general clerical duties including, but not limited to answering phones, filing, mailings and other office management duties as assigned.
Office Support
• Manages Microsoft Dynamics contact database and maintains updates as directed.
• Coordinates with the President’s Team, assuring the Leadership Team is prepared for meetings and events with appropriate information and materials.
• Assists with biannual board meeting logistics and with preparing and distributing meeting materials.
• Coordinates with the President’s Team to ensure adequate back up and coverage for the Front Desk Assistant, Special Assistant for Programs and Manager of the President’s Office.
Periodic Responsibilities
• Provides administrative support to the VP of Finance and Administration as needed.
• Aids the Chief of Staff with legislative projects as needed.
• Other special projects as assigned to support the Foundation.
Qualifications
• Minimum 5 years office management or equivalent role.
• Independent, resourceful and confident with great problem-solving skills.
• High proficiency with Microsoft Office; strong computer, technology and office equipment skills.
• Excellent verbal and written communication skills.
• Strong interpersonal skills, business sense and professionalism to communicate with diverse audiences and teams; ability to uphold a strict level of confidentiality and discretion.
Notes: It may be necessary for the executive assistant to work more than a 40-hour workweek or outside typical business hours. Occasional travel may be required. Any description of work is a picture of the major responsibilities of a position at a given point in time. Jobs are dynamic and assignments/priorities may change. The primary purpose of this description is to outline and communicate key tasks and expectations for the position.