Position Announcement

Executive Assistant

Reports to: CEO and COO, as delegated

Supervisory:  No

Status: Exempt

Travel: Up to 25%

Location: Remote; preferably Washington, D.C., or East Coast

Application Deadline:

Compensation: $75k - $95k annually

Application link:

https://screening.insperity.com/application/application.asp?client=5129500a&job_req=ExecAsst24&hiring_manager_email=jziegler%40nativephilanthropy%2Eorg

About Native Americans in Philanthropy 

Native Americans in Philanthropy envisions a future with healthy and sustainable Native communities supported by responsive philanthropy. Our mission is to promote equitable and effective philanthropy in Native communities. We do this by increasing engagement and funding to Native-led organizations, increasing and supporting Native professionals in philanthropy, and transforming and influencing the philanthropic sector to be in alignment with an Indigenous worldview.    

About the Position

The Executive Assistant is responsible for providing high-level of administrative support to the Chief Executive Officer (CEO). The Executive Assistant role requires highly professional, customer service-oriented skills and frequent interaction (verbal and written) with internal colleagues and external partners. 

The Executive Assistant will actively manage the CEO’s schedule, support internal and external executive-level communications, and coordinate special projects, and supports the CEO with Board related activities, meeting minutes, meeting organizers, and tracking of open items stemming from this work.

The Executive Assistant requires a commitment to producing high quality, timely deliverables while possessing sound judgement and high attention to detail. This role will need to have the ability to work independently and collaboratively while completing multiple tasks with competing deadlines and priorities. Resourcefulness and the ability to carefully “manage-up” is key. 

NAP’s strategic plan seeks to increase awareness among key stakeholders and engage Native and non-Native philanthropic professionals with NAP’s resources, activities, and programs. This person will support daily organizational administrative needs and support the organization’s overall work where needed. 

Essential Job Duties

Executive Support 

1. Performs administrative work of a confidential nature for the CEO. This support includes answering inquiries and managing calendars with competing priorities, filling out forms and administrative correspondence, interfacing with internal staff to support scheduling with meetings with the CEO. Also helps identify high priority needs for the CEO and brings them to their attention. 
2. Arranges the CEO's travel and meetings by developing itineraries and agendas, booking transportation, arranging lodging and meeting accommodations. Schedules internal and external meetings - coordinates the logistics for video, phone, or face-to-face meetings.   
3. Serves as liaison to the Board and assists with Board material preparation and agenda, and maintains a repository for all Board related action items.
4. Prepare meeting summaries as requested by the CEO and track all actionable items for follow-up, providing reminders as needed to ensure all work objectives are completed.
5. Tracks receipts for CEO and processes monthly reimbursement reports and credit card reconciliations. 
6. Prepares reports and correspondence for leadership and advisory teams.  
7. Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment, and discretion.
8. Preparation, production, and distribution of written and electronic documents and presentations.
9. Inputs data for CEO into Salesforce CRM system. 
10. Completes special assignments as assigned by the CEO. 
11. Coordinates meeting logistics for virtual and in-person events.  
12. Supports the meeting and events manager for any meetings involving the CEO, which may include tracking RSVPs, putting together meeting support materials, and other support.  

Information Dissemination and Correspondence 

1. Prepares reports and correspondence for leadership and advisory teams.  
2. Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment, and discretion. 
3. Preparation, production, and distribution of written and electronic documents and presentations. 

Office and Operations  

1. Responsible for distributing office correspondence and following up on status of inquiries received and any financial related office transactions as required by the role. 
2. Answer NAP’s main phone line, follow-up, and redirect accordingly for action by the team.  

Non-Essential Job Functions 

Other related duties as assigned. 

Knowledge, Skill & Ability

1. Resourcefulness is key. Strong ability to anticipate needs for the CEO, identify potential solutions by leveraging internal/external networks and expertise, and present options for decision.
2. Effective time management, administrative, technical, and organizational skills, and strong analytical and problem-solving are required.
3. Demonstrated ability to collaborate with internal and external parties; able to respond with clarity and diplomacy in writing and verbally.  
4. Ability to handle multiple assignments with competing deadlines.
5. Practice strong project management, time management, and organizational skills.
6. Ability to support multiple leadership positions with marked by flexibility and collaboration.
7. Knowledge and experience in database management, research, and data gathering techniques.
8. Technical proficiency in Microsoft Office and Zoom; experience using Salesforce and Asana is a plus. Familiarity with web-based applications, including HTML and listservs.
9. Excellent interpersonal skills: the ability to interact with diverse internal and external constituents. 
10. Knowledge in general ledger reconciliation, ensuring data accuracy.

Physical Requirements 

1. Must be able to travel for up to 25% of the time for work.
2. Must be able to use computer equipment for extended periods of time including use of a keyboard and visual use of software.
3. Must be able to lead Zoom and other video conference calls.

Qualifications 

1. Bachelor’s degree in related field preferred.
2. Three years senior level administrative or professional work experience with responsibility over multidisciplinary functions working with a Native non-profit organization, for-profit company, and/or other community/economic development organization.
3. Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and web-bas...