Executive Assistant

Founded in 1968, the Guttmacher Institute is a global leader in advancing sexual and reproductive health and rights. Through a unique and interrelated program of high-quality research, evidence-based advocacy and strategic communications, the Institute works to generate innovative ideas, encourage enlightened public debate, and promote sound policy and program development; its overarching goal is to ensure the highest standard of sexual and reproductive health and rights for all people worldwide. The Institute is engaged in building a more inclusive, transparent, and equitable organization.

Position Summary:

Guttmacher is hiring for an Executive Assistant to primarily support the Research division. The Executive Assistant will have primary responsibility for and assist with scheduling, calendar management, travel management, expense reimbursement, vendor payments, routine correspondence, phone and email support, meeting coordination, impact tracking and note taking. The Executive Assistant is expected to serve as liaison between the division’s senior management team and a variety of audiences, including the organization’s executive office, vice presidents of other organizational divisions, staff across the Institute, grant-makers, vendors, and peers in external organizations.

Responsibilities:

• Maintains Vice President’s schedule of all meetings, conferences, and teleconferences, including screening meeting requests;
• Works effectively and collaboratively as a member of the administrative assistant team, under the guidance and supervision of the Supervising Executive Administrator
• Anticipates conflicts in schedules, providing updates as necessary and ensuring assignments or appointments are not missed;
• Arranges detailed travel itineraries and reimbursements for the Vice Presidents
• Submits and processes expense reimbursements for internal and external persons/entities, including reconciliation of expenses on corporate credit cards.
• Assists in scheduling and preparing agendas for, and compiling documents for division meetings and select cross-divisional meetings; ensuring follow-up on action items
• Triages all correspondence and calls, redirecting external callers to appropriate staff as needed, including independently responding to routine correspondence;
• Accurately drafts and edits communications to Funders, as requested
• Facilitates Vice President’s communication and engagement with staff;
• Proactively anticipates the needs of the Executive and ensures they are fully informed with the information necessary for the successful performance of their roles, including the preparation, production and distribution of background and briefing materials for meetings, conferences, presentations, and travel;
• On request, accompanies Vice President to meetings; accurately records meeting notes and minutes; manages follow-up actions;
• May provide guidance and/or support to other administrative staff in the division or Institute on projects and other day-to-day matters associated with the primary division;
• Assists in preparing presentations for speaking engagements, board meetings and other meetings as needed;
• Oversees bibliographic functions for the primary division and principals;
• Shifts priorities in line with the senior management team needs, and in response to workflow management by the Supervising Executive Administrator;
• Undertakes special projects under the direction of the Vice President or the Supervising Executive Administrator;
• Performs other job-related responsibilities as assigned.

Qualifications:

The ideal candidate will be an experienced executive administrative professional, have demonstrated experience supporting executive level positions, exercise sound judgement, be able to manage sensitive and/or confidential information, and is self-directed and able to work independently. Additional qualifications include:

• At least five (5) years’ experience at Executive Assistant level;
• Computer literacy in MS Word, Outlook, SharePoint, Excel, Power Point, Salesforce, project management software such as Asana, and the Internet, including aptitude with internet research. Experience with CRM database is preferred;
• Effective oral and written communications skills;
• Detail-oriented with great organizational skills and ability to meet deadlines;
• Able to prioritize and manage multiple tasks and work collaboratively and productively under pressure;
• Active approach to problem solving, strong project management and research skills;
• Interest or experience in women’s/reproductive health, social sciences, social justice movement and/or previous experience working at a non-profit organization, a plus.

Salary starting and range for the role is at $82,921 to $132,902 and will commensurate with experience. Excellent benefits that include medical, dental, vision and life insurance; vacation, personal and sick time, paid parental leave; tuition reimbursement; commuting subsidy; and 401(k) with employer match. The Guttmacher Institute strives to provide the training and support staff need to be successful in their positions and to grow professionally.

The Guttmacher Institute seeks to foster a diverse, inclusive and equitable environment, where every employee’s unique talents are valued and recognized as an asset to the achievement of our mission. The Guttmacher Institute is an equal opportunity employer.