DEFENDERS OF WILDLIFEPOSITION DESCRIPTION JOB TITLE: Executive Assistant to the President’s OfficeCLASSIFICATION: Professional 3SALARY: $67,000 - $74,000FLSA:  ExemptDEPARTMENT:  President’s OfficeLOCATION:  Headquarters, Washington, DCREPORTS TO:  Chief of StaffNUMBER OF DIRECT AND INDIRECT REPORT(S): 0LAST REVISED:  March 2024      POSITION SUMMARYThe Executive Assistant to the President’s Office is responsible for providing high-level administrative support to the president & CEO, Board of Directors and chief of staff (COS) and managing logistical support for the President’s Office. This dynamic position requires the ability to anticipate needs, think critically and proactively offer solutions to address problems with a high level of professionalism and discretion. The Executive Assistant must have the ability to manage multiple priorities, attention to detail and exceptional verbal and written communication skills to engage with a cross-section of internal and external stakeholders with collegiality and responsiveness. ESSENTIAL DUTIES AND RESPONSIBILITIES General Administrative support:

• Proactively manage the president & CEO’s calendar, including scheduling, prioritizing appointments and coordinating all internal and external meetings. Optimize the president’s office schedule to create more time for strategic initiatives by efficiently managing conflicting priorities, minimizing time conflicts and notifying participants.

• Provide logistical support for meetings, events, interviews, appointments, travel arrangements and other similar activities for the president & CEO and COS. Coordinate conference rooms for President’s Office meetings and arrange AV and technical support prior to each meeting to ensure the meeting runs efficiently.
• Prioritize and respond to all correspondence(emails, phone calls and voicemail) on behalf of the president & CEO and COS with professionalism and confidentiality. Track incoming and outgoing correspondence, alert responsible parties to execute on required follow-up and maintain records of communications. Serve as first-line point of contact for the president & CEO and COS.
• Design, produce and proofread documents, reports and presentations to support the president & CEO and COS with an eye toward accuracy, clarity and attention to detail. Collect and prepare information for internal and external meetings.
• Monitor and track the President’s Office and Board of Directors’ annual budgets to ensure accurate expenditure of funds. Ensure the accuracy and timely preparation and submission of check requests, expense reports and invoices.
• Maintain physical and electronic historical and institutional files for the President’s Office. Organize and maintain confidential and sensitive information, documents, and files, ensuring easy accessibility and efficient retrieval.
• Monitor deadlines and follow up on action items, ensuring timely completion of tasks and facilitating effective decision-making.
• Conduct research, gather data and prepare reports and presentations to support the leader's decision-making process. Perform other special projects as needed.
• Anticipate and resolve administrative problems and inquiries; recommend efficiencies and best practices where practicable.

Administrative support to the Board of Directors:

• Ensure thorough and high-level administrative support for the Board of Directors including, but not limited to, scheduling meetings, drafting agendas for full board and committee meetings, preparing and distributing meeting materials as needed.
• Provide operational support for the Board of Directors, including scheduling, note taking, updating membership lists and contact information, documenting key correspondence and updating biographies.
• Coordinate meeting arrangements for Board of Directors, including travel arrangements, hotel accommodations, meeting rooms, board dinners and reimbursement of business-related expenses paid by individual board members.
• Draft and distribute minutes for Board and Executive Committee meetings.
• Develop and maintain strong tracking mechanisms to ensure accuracy and integrity of Board records, including contact information, Board books, meeting minutes, annual compliance forms, resolutions lists, election terms and committee information, etc. in the Board portal.
• Respond to requests from the Board as needed.
• Perform all other related duties as assigned.

 QUALIFICATIONSEducation: Bachelor’s (B.A./B.S.) degree or equivalent Experience: 6 years of relevant experienceAn equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.

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