As the Administrative Assistant to charity: water's COO you'll manage their constantly changing schedule of internal and external meetings, while juggling a variety of administrative tasks and special projects. You’ll be responsible for keeping a pristine calendar, maintaining a system for scheduling meetings and tracking follow-ups, communicating with team members, and ensuring the COO is well prepared for every interaction.
- Manage the COO’s calendar and ensure all information is up-to-date and represented accurately.
- Schedule all internal and external meetings for the COO, making sure they are prepared before each one and have a process for tracking and implementing follow-ups as needed.
- Develop and maintain systems and processes to help maximize the COO’s time.
- Represent the organization and the COO through your communications and interactions internally and externally, acting with warmth, respect, and sophistication at all times.
- Efficiently execute administrative tasks like data management, offsite and meeting logistics, expense reports, shipping, birthday and anniversary celebrations.
- Work with the PR team to prepare the COO for any speaking engagements or events, including preparing materials and managing on-site logistics.
- Support the COO and Executive Team on special projects as needed.
- Coordinate all domestic and international travel for the COO and at times for other team members.
- Minimum of 2 years serving in an administrative role for a COO, Founder, or C-Suite Executive
- Acute attention to detail and proven track record of creating systems and processes for efficiency
- Experience and confidence in managing a busy calendar while multitasking
- Efficiency working with Mac products, Google Apps and social networking sites, including Instagram, Twitter, Facebook, Youtube, Vimeo, LinkedIn, etc.
- Project management or event management experience a plus
You’re so organized, it’s embarrassing.
You have remarkable attention to the smallest details, meticulous organizational skills. Your closet and kitchen drawers are a testament to this skill: when something doesn’t have a place, you make one for it and teach others to keep it that way. You can manage schedules, inquiries, call logs, and desk drawers.
You’re remarkably people-oriented
You’re comfortable communicating with all types of people -- from bankers, to engineers, fashionistas, techies, and teens to executives -- and you’re a skilled conversationalist. You enjoy interacting with people over the phone. You’re warm, welcoming and more than willing to help. You get joy from surprising and delighting the people around you.
You're passionate about accuracy
You double and triple-check your work because you know that accuracy is crucial to operate successfully. You pay attention to detail, and possess excellent grammar, spelling, and proofreading skills.
You get things done
You're a multitasking machine and love ticking boxes. You follow through on every task, no matter how big and take full responsibility for each project you are assigned. You live for hitting deadlines and understand the importance of keeping on schedule. You take initiative on projects from the start and know how to bring people together and get things done.
You're reliable and available
If you say you're going to do something, you mean it. As the Executive Assistant to the COO, you'll have to be reachable evenings and weekends on occasion.
You're trustworthy and professional
You've proven you're equipped to handle and maintain confidential information. You're excited to learn the ins and outs of the organization so that you can handle any donor or customer service question that comes your way.
You catch on quick
You're comfortable working in a fast-paced environment and can handle multiple deadlines at once. You can work outside the standard workday as needed, in order to support these deadlines and the domestic and international travel of founder.
This opportunity is for those located in (or willing to relocate to) the NYC area only.