Executive Assistant to CEO

TechSoup Global is a nonprofit organization that has been successful in creating a suite of high impact services that facilitate corporate philanthropy and benefit community service organizations in a financially sustainable model. For more than 2 decades, our mission has been to work toward the day when every community service organization on the planet has access to the technology resources and information they need to achieve their own missions.

Founded in 1987, we currently have more than 170 staff members and an annual budget of about $23 million. TechSoup Global helps other nonprofits better serve their missions by acquiring and using technology, implementing web and social networking, and receiving grant funding and product donations.

Working with capacity-building partners across the world, TechSoup Global is actively expanding our program outside the US. We establish partnerships with in-country NGOs to implement our highly effective product donation program, while adapting to local business practices, laws, and cultural imperatives. In the process, we're building a global network of partners all focused on empowering NGOs through the effective use of technology. We're in 22 countries to date and adding more each month.

Through our TechSoup Stock website, nonprofits find a broad range of software donated by leading tech companies such as Microsoft, Cisco, Symantec, Intuit, and Adobe, along with content and community resources tailored specifically for a nonprofit audience. To date we have enabled over $1 billion in technology donations world wide.

Position Overview: 

The Executive Assistant (EA) will provide administrative support to the Office of the CEOs (3 individuals), with a focus on providing direct support for one of those CEOs. Additional executive support as relevant and appropriate will be needed to other senior staff and consultants related to organizing meetings, events and projects.

The EA reports to the COO, Planning and Deployment, who is responsible for the 2-EA administrative team. He/She will work closely with the Facilities team. His/Her various job duties may be specialized between 2 EAs, depending upon interest and skill, as well as the need of the organization.

Responsibilities:

• Manage complex schedules and calendars with finesse and efficiency, and prioritize accordingly with associated written and/or verbal communications to ensure smooth business operations for the CEO
• Manage travel arrangements (domestic and international), and be fully accountable for effectively communicating travel plans at all times; be resourceful, mindful, and creative in the planning process
• Take ownership of CEO administration needs with processes and/or cycles from beginning to end; plan meetings, conference calls or events while proactively ensuring that all logistical details are executed upon, including food and beverage as needed
• Prepare and organize materials and take notes for meetings as needed
• Support and professionally represent by phone and e-mail efforts of executives with customers, donor partners, third parties and other TechSoup Global executives and departments, as taking on increasingly more complex activities/projects and greater responsibility
• Research, prepare, review, and summarize miscellaneous reports and documents; prepare background documents as necessary for the Executives and brief as appropriate
• Cross train and backup for the receptionist and the other EA
• Continuously recommend, improve departmental administrative processes and streamline procedures. Ensure smooth administrative operations
• Provide tactful communications and timely follow up to assignments given to staff by the Executives; provide status reports to the Executives
• Work on special projects for Executives as necessary
• Discreetly handle highly confidential/sensitive information and communicate diplomatically and professionally as needed
• Enhance, update, and maintain filing system for the Executive
• Perform other essential duties as assigned

Qualifications:

• Articulate, both verbally and in writing; excellent communications skills a must
• Superior listening skills and ability to follow through process and/or communicate accurately, effectively, and efficiently; excellent attention to detail a must
• Strong note-taking skills: the ability to "get the gist" of the discussion and to clearly and accurately synthesize key points for later reference
• Outstanding planning, organizing and time management skills, with the ability to prioritize and handle multiple tasks in an extremely fast-paced and dynamic environment
• Excellent web research skills; interested in experiencing with different technologies to improve efficiency in executing tasks
• Strong initiative, independent judgment, discretion, and decision-making skills required coupled with effective follow-up including tracking and delegation
• High level of discipline, tenacity and trust
• Professional presentation and demeanor with good interpersonal skills
• Positive attitude and customer service orientation for both external and internal customers required
• Ability to take initiative proactively and anticipate executive and enterprise or departmental needs and act appropriately, individually or as a part of a team/with and through others
• High energy, high initiative and an ability to tolerate working with high levels of ambiguity and enjoy being busy and challenged to learn and grow. Think: "Never a dull moment!"
• Interest in working in the nonprofit sector; strong interest in TechSoup Global's work and its impact to the civil society
• Flexibility and adaptability that comes with a friendly attitude, a desire to learn and a good sense of humor - someone who will want to stay and grow with TechSoup Global
• High intermediate to advanced knowledge of Microsoft Office: Outlook, Word, PowerPoint, and Excel
• Experience with Changepoint a plus

Education and Experience:

1-3 plus years directly reporting to Executive or CEO in busy, creative office environment, supporting equally competing priorities for directors and executives or relevant experience; 5+ overall years experience in dynamic administrative or office position

Associates Degree or higher or equivalent experience desired.

Other Requirements:

Physical Demands & Work Environment: The physical demands and work environment characteristics described here 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 qualified individuals with disabilities to perform the essential functions.

Physical Demands:

• Prolonged telephone duties using handset, headset and computer located at the TechSoup Global facility
• Prolonged keyboard duties
• Access, input & retrieve information from a computer to produce typed copy, free of errors, without the assistance of another person
• Willingness and capacity to work in a cubicle environment at a workstation, and to come and go repeatedly throughout the day as is necessary, to perform various responsibilities
• Capacity to communicate and enunciate adequately, in person or via telephone, in a manner which can be understood by those with whom the employee is speaking
• Capability of dialing or otherwise using a telephone to place calls
• Capacity to pick up, leaf through and read books, files and other materials
• Willingness and capacity to sit/stand for minimum periods of 2 hours at a time
• Capacity to reach forward to a high of 48 inches, to a low of 15 inches, to the side 54 inches and to the low side 9 inches above the floor
• Ability to lift and/or move up to 20 pounds
• Ability to load discs and to change settings, devices, fixtures, etc., on various equipment used in and around TechSoup Global

Work Environment:

While performing the duties of this job, the employee may be exposed to various components of an office environment such as florescent lighting, pollen, dust, recycled air, cooling fans, VDTs, semi-enclosed areas, central heating, seasonal warmer temperatures and office noise

To Apply:

Please email required cover letter and resume with job title in subject heading. No phone calls, please.