Executive Assistant and Project Manager (Contractor)

Position Summary

The Executive Assistant and Project Manager oversees administrative and project management for the Senior Vice President’s office. Utilizing strong organizational, project, and time management skills, with attention to detail, coordinates multiple schedules, required reporting, and communication across several functional areas. Manages a variety of calendaring, travel coordination, meeting arrangements, and strategic planning—planning ahead, specials events, as well as materials, acting as the point of contact with internal and external stakeholders while maintaining a high level of confidentiality.

Essential Functions:

• Manages a heavy calendar by coordinating, scheduling, booking, preparation, and setup of internal and external meetings, keeping appointments and meetings on time or changing schedules when necessary.
• Participates in the planning, tracking, implementation, and coordination of large-scale meetings for the Senior Vice President and leadership team including venue reservations and associated logistics for the office of the Sanford Programs.
• Supports senior management with strategic reports that require performance or program level data and/or presentation/information materials; schedules work teams to meet report timelines.
• Reconciles credit card expenses for the Senior Vice President and senior management.
• Provides exceptional customer service on behalf of the SVP’s office and assists in maintaining a virtual office environment that is sensitive and responsive to the needs of the University’s internal and external communities. Ensures the highest level of diplomacy and discretion when communicating internally across NU departments and NU offices.
• Discerns the nature and purpose of visits, meetings and calls with professionalism and exceptional customer service. Acts as a liaison to a broad range of constituents.
• Manages external contacts, understanding who they are, keeping track of periodic communication needed for contacts, prioritizing, and responding to emails and calls. This includes receiving and directing clients and visitors for meetings.
• Acts as the point of contact among executives, employees, clients, and other external partners.
• Manages information flow in a timely and accurate manner.
• Manages executives’ calendars and sets up meetings, pre- and post-follow up.
• Serves as a virtual office manager coordinating communication, tracking, and updates across the functional areas – direct reports.
• Formats information for internal and external communication – memos, emails, presentations, reports.
• Takes minutes during key meetings.
• Screens and directs phone calls and distributes correspondence.
• Dotted line reporting to the Senior Operations Manager, supporting high profile events, conferences, or leadership meetings for the business unit.
• Manages required reports including quarterly board of trustees, monthly donor reports, quarterly donor reports, and other strategic reports, as assigned.
• Manages travel arrangements and coordinates the pre-planning of domestic and international travel plans with various internal functions, including all necessary preparations.
• Builds and maintains working relationships with team members and colleagues.
• Safeguards and keeps any information confidential.
• Other duties as assigned.

Supervisory Responsibilities: N/A

Requirements:

Education & Experience:

• Bachelor’s degree, in business, management, communication, or a related field, preferred.
• Minimum of five (5) years of related executive level and executive administrative support experience in a professional, fast-paced office environment required.
• Direct project management experience required.
• All skills, abilities and education will be considered for minimum qualifications.

Competencies/Technical/Functional Skills:

• Ability to participate as an active team member of the team and organization and work toward a common goal. Contributes fully to the team effort and plays an integral part in the smooth running of teams without necessarily taking the lead.
• Accepts personal accountability, proactively seeks resolution for personal limitations head-on; and supports honesty and respect towards others, the company and oneself.
• Actively seeks to influence, build effective relationships,