Reporting directly to the President and CEO, the Executive Assistant to
the CEOprovides executive, administrative, and development support to
the President and Board of Directors, as well as the Senior Leadership
Team (SLT) and HR. The Executive Assistant serves as the primary point
of contact for internal and external constituencies on all matters
pertaining to the President. The Executive Assistant 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.
Assists the CEO with daily administrative duties and completes a broad
variety of administrative tasks that include managing an active calendar
of appointments; completing expense reports; composing and preparing
correspondence; arranging complex and detailed travel plans, itineraries
and agendas and compiling documents for meetings.
Communicates with the general staff on the President/CEO’s behalf and
coordinates logistics with high-level meetings both internally and
externally. Coordinates meetings and strategic activities with the SLT,
The Management Team (TMG), and members of PRB staff. (See Management
Communicates directly and on behalf of the CEO with Board members,
donors, foundation staff, and others on matters related to programmatic
initiatives as directed. (See Board Support.)
Conducts research on prospective corporate and foundation donors to
identify and evaluate current needs and assembles materials needed for
Drafts reports, letters of solicitation, proposals; prepares and
coordinates oral and written communication with donors and
Supports CEO in his/her external commitments related to PRB( Project
Review Board ), including service on external boards, committees and
Processes PRB’s memberships with other organizations.
Administratively supports HR director (recruiting support, documents
formatting, surveys set up and other administrative tasks), drafts
emails and other PRB correspondence as directed.
Serves as the President’s administrative liaison to the Board of
Directors and manages Board activities, which include coordinating
semi-annual Board meetings and dinners; semi-annual Board staff
lunches/receptions/new Board member orientations; arranging hotel
accommodations for out-of-town Board members; processing travel
reimbursement requests; and compiling, assembling, and distributing
Board meeting materials. Research potential Board members for the
Coordinates Executive, Finance, Governance & Nominating, and Audit
Committee meetings, maintains confidential files and contact
information; coordinates meetings, conferences, and committees both on
and off site to support the President’s agenda.
Maintains Board portal (Directors Desk).
Participates as an adjunct member of the SLT including assisting in
scheduling, attending meetings. Represents the President in designated
meetings as required.
Assists in coordinating the agenda of senior management team meetings.
Prepares an account of the meetings and designates and follows up on
assigned action items.
Performs other duties as assigned.
Oversees the training and support of PRB’s Program Assistants.
Provide assistance as needed to front desk operations to include but is
not limited to, answering phones, accepting package and other
deliveries, lunchtime relief, and greeting and signing in
Position reports to the CEO and works directly with the Board of
Works directly with the Board Executive and Finance Committees.
Works directly with senior level staff and HR both internally and
Strong interpersonal skills and the ability to build relationships with
stakeholders, including staff, board members, external partners and
Previous experience working with development and fundraising programs to
increase donor contributions and funding sources.
Proficiency in Windows, including MS Word, EXCEL and PowerPoint;
fund-raising data management systems knowledge helpful
Ability to learn new software such as Doodle polls and Director’s Desk
Ability to conduct research and present data in a succinct and
Ability to work independently and with professional discretion.
Excellent writing, editing, grammatical, organizational, and research
Ability to work with a broad range of people including major donors,
Board members, foundation staff, colleagues of the CEO and staff, and
Knowledge of other languages and international customs is an asset;
knowledge of French or Spanish is helpful.
Excellent management, time-management, and problem-solving skills
Due to the confidentiality of the work, the functions of this position
should be performed in a private office location.
Occasional travel may be involved
Possesses strong problem-solving skills.
Possesses physical and mental stamina necessary to work long hours in
stressful situations.Time will be spent in an office setting.
Local, national, and international travel will be required.
Work hours will vary depending on client schedules, project deadlines,
and the needs of the company