Position Purpose
The Executive Assistant to the Vice Presidents (VPs) is part of a small team providing the highest level of professional support to the Executive Team of the Carnegie Foundation for the Advancement of Teaching. This full time position reports to the Chief of Staff and plays a key role in managing the VPs complex schedules, overseeing financial and contract processes for the Executive Office, and ensuring the seamless execution of executive meetings, events, and special projects.

Essential Responsibilities

Executive Team Support

• Manages the VPs’ complex and dynamic calendars, coordinating multiple high priority meetings, anticipating and resolving potential conflicts, prioritizing appointments and allocating time considering the organizational impact of competing priorities 

• Manages logistics for the VPs’ meetings, schedules weekly meetings and retreats, creates and distributes agendas, keeps meeting minutes, and ensures that attendees have access to all meeting materials.

• Is well-informed and conversant in the tasks, key milestones, and workflow issues of the Foundation’s strategic priorities and coordinates internal and external resources to expedite workflows.
• Proactively communicates deadlines and navigates potential conflicts for the VPs.

Executive Office Finance Management

• Makes complex travel arrangements for the Executive Office involving multiple travelers and destinations, ensuring that all expenses align with organizational policies and procedures.
• Leads the reconciliation of credit card statements and expense reimbursements for the President and VPs, identifies discrepancies and implements corrective actions as needed.
• Manages contracts for the executive office; reviews and processes invoices from executive office vendors and senior fellows ensuring that payments are in line with contractual agreements and organizational budgets

Non-Essential Responsibilities

Executive Office Support

• Leads the coordination and management of meetings and special events with Executive Team members and external partners, works collaboratively with Foundation staff to prepare invitations and event materials, track RSVPs, secure and set up venues, arrange catering, audio/visual needs, and local transportation for participants. 
• Owns and maintains the Foundation’s master calendar, ensuring that  all organizational holidays and all staff events are scheduled and communicated to relevant parties. 
• Provides meeting facilitation assistance for all staff meetings. 
• Leads special projects managing timelines, resources, and stakeholder expectations to ensure project success within tight deadlines

Required Education & Experience 

• Bachelor’s degree or at least 5 years of experience providing executive level support 
• At least 3 years’ of experience providing executive-level administrative support and coordination
• Experience with event planning and/or project coordination.

Required Knowledge, Skills, and Abilities

• Highly skilled in both oral and written communication; able to communicate proactively and effectively at all levels of the organization, with executives, internal and external constituents, and people from a variety of backgrounds and life experiences.
• Strong interpersonal skills; able to build relationships and foster collaboration among diverse teams and stakeholders.
• Strong organizational skills and attention to detail; able to manage multiple tasks and keep track of various projects simultaneously while ensuring accuracy and thoroughness
• Ability to exercise discretion and independent judgment with respect to matters of significance
• Working knowledge of budgeting and financial processes.
• Advanced proficiency using modern office technologies and tools including Zoom, MS Office, Google Apps.
• Ability to approach tasks with a growth mindset, looking for ways to improve processes, learn new tools, and adapt to changing technological or operational needs.
• Basic research skills to assist with gathering information for projects or reports.
• General knowledge of nonprofit operations, philanthropic practices, and  educational equity issues relevant to the Foundation’s work.

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