Executive Assistant - Equity Initiative

• Maintains and prioritizes daily Outlook schedules, maintains contacts via email and voice mail systems; advises on actions necessary; coordinates travel plans
• Develops, implements, and utilizes planning, scheduling and tracking systems, processes and procedures to provide effective administrative support services
• Supports Equity Initiative projects and their budgets, schedules, and compliance reporting
• Supports VP with Board of Director meeting preparation and external events
• Writes and edits e-mails, drafts memos, and prepares communications on the VP’s behalf
• Maintains confidentiality of all written and verbal communications initiated by VP
• Responds to requests from other staff and solves problems independently as appropriate
• Utilizes knowledge of, and advocates compliance with, corporate policies when interacting with staff
• Coordinates all activities relating to meetings and engagements as requested, including reserving conference room and inviting attendees
• Liaises with institutional infrastructure units and teams – contracts, finance, HR
• Works collaboratively with other administrative staff in the coordination of all job responsibilities and in advocating for policies and preferences of the executives
• Assists the executives with coordinating the preparation of high-quality meeting materials
• Prepares and submits expense reports and reconciles bills
• Coordinates and greets all outside visitors as needed
• Completes other duties and special projects as assigned

Education, Knowledge, and Experience:

• College degree or commensurate experience.
• Minimum of 7 years prior executive or administrative assistant experience.
• Experience, interest and commitment to equity-focused work.
• Experience in working with corporate Boards of Directors.

Skills:

• Ability to perform duties in an independent and effective manner while demonstrating initiative and resourcefulness in a fast-paced environment.
• High level of maturity and ability to deal in confidence with sensitive proprietary and personnel information.
• Superior communication skills and ability to effectively work with and respond to inquiries from internal staff members at all levels as well as external contacts.
• Strong attention to detail and commitment to accuracy when writing.
• Excellent organizational skills to manage multiple activities with tact and diplomacy.
• Ability to handle multiple priorities and ensure timely follow-up.
• Strong interpersonal skills with the ability to work effectively with individuals from diverse backgrounds.
• Advanced knowledge of Microsoft Windows Office Suite tools including Word, Excel, and Power Point, Outlook and teleconferencing applications such as Zoom and Microsoft Teams as well as other tracking software utilized by the institution.

Disclosures:

Applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for this position. Depending on project work, qualified candidates may need to meet certain residency requirements.

All qualified applicants will receive consideration for employment without discrimination on the basis of age, race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability.

AIR adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks.

AIR’s Total Rewards Program, is designed to reward our staff competitively and motivate them to achieve our critical mission. This position offers an anticipated annual salary of $87,000 - $122,000. Salary offers are made based on internal equity within the institution and external equity with competitive markets. Please note this is the annual salary range for candidates that are based in the United States.