Assistant to the President -- Council on Foundations

POSITION DESCRIPTION Positions at the Council are not defined purely in terms of what we do. We must consider what we do in relation to others and in service to the Council’s enterprise goals. By integrating talents, we shift from relating to jobs as separate from one another to defining jobs in relation to one another. We have to consider what we must do and what results we must deliver to fulfill the needs and aspirations of our organization. Instead of asking what we need to do, ask, “What results will we produce that will make the biggest difference individually and collectively?” Excellence and personal accountability are the standard for everything we do. Assistant to the President and CEO Department: Executive Office Reports to: President & CEO Salary Grade: Job Summary: Responsible for managing the President and CEO’s demanding schedule and the day-to-day operations of the Executive Office. Functions as an extension of the President and CEO by anticipating needs and proactively addressing issues with an emphasis on sound judgment, initiative and confidentiality, with appropriate but minimal direction. Incumbent must be able to interface successfully with internal departments and external entities using diplomacy and discretion. Essential Functions:  Communications Management – Proactively manages all correspondence from the President and CEO’s office; oversees the preparation, production and distribution of background and briefing materials, binders, and itineraries related to meetings, presentations, deployments, conferences, and travel.  Executive Support – Provides budget inputs and assists in monitoring executive and board of directors budgets; manages President and CEO’s database of contact information and authors updates; oversees timely completion and submission of expense vouchers and travel and expense reports.  Schedule Management – Oversees meeting and travel arrangements and associated logistical details; works closely with Leadership Team to ensure adequate time is given to the President and CEO’s strategic priorities; and coordinates with other Council staff to ensure timely completion of action items identified at meetings or otherwise specified by the President and CEO. Duties and Responsibilities:  Communicates the President and CEO’s directives by coordinating and overseeing workflow in a fast-paced, rapidly changing work environment.  Serves as the liaison to external stakeholders seeking contact with the President’s office.  Assures the timely and appropriate management of all inquiries that come to the President and CEO’s office.  Ensures that “key influentials” are assisted in every way and that all interactions with public officials and other external stakeholders are prompt and appropriately responsive.  Reviews and manages requests for speaking engagements and other public appearances, including a close working relationship with the President and CEO in pro-actively creating the strategic agenda/calendar that supports the implementation of the Council’s Operating Plans and goals.  Monitors internal and external deadlines for the President and CEO and provides appropriate reminders.  Judiciously manages the President and CEO’s time in the office and offsite.  Coordinates mailings or other distributions of information from the Office of the President and CEO.  Manages special projects, including but not limited to special events and meetings.  Schedules key internal meetings, prepares and distributes meeting agendas, and circulates summary notes afterwards when appropriate. Other:  Exercises discretion and independent judgment in the responsibilities associated with managing operations in the President and CEO’s Office.  Works cooperatively, respectfully, and collaboratively with other employees; functions as a team player; and accepts constructive suggestions for improving job performance from supervisors and managers.  Demonstrates exceptional customer service in all internal and external interactions.  Maintains regular and consistent attendance.  Performs other reasonably related duties as assigned. Education and Experience:  College degree and at least three years of experience working in support of a senior leader in management, operations, communications, advocacy or policy role; or equivalent combination of education and experience. Familiarity with public policy, communications, philanthropy and the nonprofit sector preferred. Knowledge, Skills and Abilities:  Proven ability to multi-task and prioritize responsibilities in fast-paced work environment  Attentive to details and conscientious in adhering to deadlines and deliverables  An independent thinker who can bring the maturity, initiative, creativity, energy, discipline and commitment needed to support the President and CEO and collaborate with the Leadership Team  A high-level performer with ability to be proactive and respond rapidly to changing conditions in a fast-paced environment  Strong oral and written communication skills; experience using social media for business or professional purposes  Skilled at dealing with internal and external partners respectfully, professionally and with diplomacy and tact  Ability to work flexible hours, including evenings and weekends as needed  Highly discrete and able to be trusted with confidential information relating to the organization and its staff  Personable, productive, organized and customer-focused.  Strong proficiency with Microsoft Word, Excel, PowerPoint, and Outlook Physical Demands: The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit, talk and hear, use hands to keyboard and write. The employee is occasionally required to stand and to move to different locations within the office. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. The employee may be required to travel out of town on occasion. NOTE: As organizational needs change, management reserves the right to review and revise this document at any time. This document represents a description of intended job content, and should not be construed in any way to be a contract of employment. 6/12