Reporting to the Chiefs of Staff for the Office of the President and Office of the Chief Executive Officer (CEO), the Administrative Assistant provides experienced, detail-oriented, deadline-driven administrative support and coordination. The administrative assistant will also work closely with the CEO’s Executive Assistant. The position requires an organized, politely assertive, articulate professional who can interact effectively with executives, as well as with the firm’s current and prospective clients, and work collaboratively with colleagues. The position requires clarity of thought, exemplary communication skills and tactfulness, superior organizational skills, ability to be discreet, ability to manage complex and competing priorities, attention to detail, strong customer service orientation, strong character, and flexibility.
The primary responsibility is to manage the calendar and travel of the President, along with expenses for the CEO. The Administrative Assistant will manage various administrative duties: weekly submission of the CEO’s and the President’s expenses, filing of client materials and collateral materials. Duties to be coordinated with the Chiefs of Staff and/or done in a backup capacity include: coordination of the President’s travel, calendar and appointments, inbound and outbound calls and messages, and preparing client support materials.
This will position requires occasional late evenings and weekends.
Travel Coordination & Client Scheduling for the President
In coordination with the Chief of Staff for the President and working closely with the firm’s Travel agency, manage a frequently changing schedule, including air and ground transportation and logistics, hotel accommodations, and client meeting locations with agendas. This requires detailed knowledge of meeting and accommodation locations and travel times; as well as the preferences and expectations of the President and her clients
Time and Expense Reporting
Collect receipts from the President and the CEO, prepare and submit client time and expense reports
Work with finance team to reconcile discrepancies
File and Document Management
Digitally archives files and materials in SharePoint on behalf of the President and her clients
Ensures relevant client engagement information is complete, thorough, well-documented, organized, and easily accessible. Requires the collection and filing of information following client visits, and identifying and taking initiative on follow-up items. The objective is to ensure that the CEO and President are fully prepared on all occasions; that client and other information is captured following all consulting activities; and that follow-up items are recognized and completed in a timely fashion
Responsible for the CEO file room, keeping it stocked with all necessary supplies (from extra file folders to water bottles for clients), ensuring it is always neat and orderly
Send email to clients or other contacts to reconfirm upcoming meetings or calls.
Assist with and attend GG+A client and staff conferences. These are held over weekends three times a year.
Other duties as assigned
Ability to manage multiple duties and competing priorities in a fast-paced, deadline-driven environment
Motivated to find ways of improving processes and look for ways to help
Superb interpersonal communication skills, including impeccable verbal and written communication skills, exceptional proofreading and copy editing skills
Proactive, self-starter capable of advanced planning and ability to anticipate the needs of a busy executive
Time and task management skills
Results orientation with high expectations for quality and accuracy
Ability to exercise sound judgment; critical thinker, and communicative, consultative problem solver
Strong customer service orientation and commitment to meeting deadlines
At least 2-3 years’ experience in administrative work/work as an Administrative Assistant
Demonstrated proficiency with Microsoft Office, particularly with PowerPoint, Outlook, and Excel
Additional Salary Information: mployee Benefits include medical, dental, vision, life insurance, flexible spending account, long-term care insurance, short- and long-term disability, 401(k) with employer match, pre-tax transit benefits, health club reimbursement, pet insurance, paid time off (PTO) and 9 holidays plus a day off for your birthday.
About Grenzebach Glier and Associates
GG+A is one of the leading international consultancies providing philanthropic services and counsel to a range of non profit organizations across the global voluntary sector. Its primary mission is to assist its clients in the improvement and acceleration of their fundraising programs, to align those programs with their core mission, and ensure their sustainability.
GG+A has built a high-performance culture across all of its products and services. It is client-centric and committed to responding swiftly to client needs and requirements. It is a challenging environment that seeks intelligent, energetic, self-motivated individuals who are achievement-oriented and have high integrity. The firm’s strategy is to continue to grow, serving a widening global constituency of nonprofits, especially in the sectors of higher education, academic healthcare, independent schools, arts and culture, and selected institutions in human services and national and global charities.