Executive Assistant

The Executive Assistant will be responsible for providing comprehensive support to Head of Business Development and managing their respective office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

• Provide sophisticated calendar management for the Head of Business Development. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Act as a liaison and provide support to the Head of Business Development. Arrange and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
• Complete a broad variety of administrative tasks that facilitate the Head of Business Development’s ability to effectively lead the business unit, including assisting with special projects designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to Head of Business Development, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Head of Business Development’s style and organization policy.
• Work closely with the Head of Business Development to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Head of Business Development updated.
• Coordinate all the Head of Business Development’s meetings and retreats and assist with staff meetings and events as needed.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the Head of Business Development and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.

Desired Skills & Qualifications

• Bachelor’s degree or 3-year tertiary qualification in Office Management or Business Administration
• Minimum 5 years’ experience as an Executive Assistant
• Significant executive support experience, including supporting C-level executives. Board experience is highly preferred.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, lenders, and funded partners.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Ability to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Ability to switch gears at a moment’s notice.
• Thrive in an intense, do-it-yourself, start-up environment.