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Position: Executive Assistant to the SVP - New York
Posting Date: January 5, 2010
Organization Description:
As the nations leading nonprofit infrastructure organization, Tides offers an array of services that amplifies the efforts of forward-thinking philanthropists, foundations, activists, and organizations. Tides actively promotes change toward a healthy and just society, one founded on the principles of social justice, broadly shared economic opportunity, a robust democratic process, and a sustainable environment. Founded in 1976, with employees and clients around the globe, Tides has offices in San Francisco and New York City, provides fiscal sponsorship for over 200 groups across the country, operates and supports green nonprofit centers, and has granted more than $650 million since 2000 alone. For more information, please visit www.tides.org.
Position Summary:
Reporting to the Senior Vice President, the Executive Assistant reports works closely with other New York based Tides staff to directly support the work of Tides Center, Tides Foundation and Tides Shared Spaces. This position will be based in the Tides NY Office, and the Executive Assistant will be expected to coordinate and work closely with Tides staff in both New York and San Francisco. The ideal candidate for this position should be highly experienced at scheduling, calendaring, and organizing. Experience managing client relationships is preferred, and experience working for or with nonprofits is desirable.
The Executive Assistant is a non-exempt position. Non-exempt employees work a standard 35 hour work week. Time beyond 35 hours is at managers discretion.
Essential Duties and Responsibilities:
Administrative Support to SVP (45%)
Maintain the SVP's calendar and various contact databases and mailing lists
Handle and screen incoming correspondence for SVP (calendar, phone calls, mail)
Coordinate timely expense reports for SVP's office and other executives to finance department. Reconcile monthly Visa card statements
Review and monitor budgets relating to specific events and special projects
Maintain ongoing logs, files, reports; provide status reports to SVP
Respond on behalf of and represent SVP in a professional manner with staff, management, clients, and external colleagues
Lead the logistical coordination of various staff meetings, conferences, retreats and other meetings as necessary, includes onsite and offsite meeting locations with coordination of travel plans for meeting participants as needed
Support to Tides Center, Tides Foundation and Tides Shared Spaces in NY Office (30%)
Provide support to Tides Center for projects served by the Tides NY Office as needed
Provide support to Tides Foundation for clients served by the Tides NY Office as needed
Provide support to Tides Shared Spaces in the Tides NY Office as needed
Special Projects (25%)
Prepare data spreadsheets, graphs and reports
Assist with preparation and editing of reports and presentations
Other special projects as determined by the SVP
Support internal communications responsibilities of the SVP
Represent Tides NY in CRM discussion
Knowledge, Skills, and Abilities:
Proven track record in the following:
Excellent interpersonal relationship management skills
Ability to follow through with assignments within a timely manner
Attention to detail and a dedication to accuracy
Excellent writing skills with impeccable grammar cognition
Advanced Word, Excel, PowerPoint, and Outlook skills
Understanding of corporate expense reporting
Resourceful, proactive, reliable, trustworthy, and assertive when necessary
Handle confidential information in a discrete manner
Must be able to work in a matrix structure with multiple reporting relationships
Self-motivated with high energy level and a sense of humor
Adaptability: enjoys the challenges of a changing environment and diverse client requirements
Education and Experience:
2-5 years of high-level executive assistant experience or comparable work experience
Demonstrated experience with organizing systems and processes
Four-year college degree preferred.
Application Instructions:
Only candidates who meet the above-stated qualifications will be considered. Your resume MUST INCLUDE A COVER LETTER EXPRESSING YOUR INTEREST IN WORKING TO SUPPORT TIDES AND WHY YOU ARE QUALIFIED FOR THIS JOB. Please submit your application to jobs@tides.org. No phone calls please!
Equal Employment Opportunity:
Tides is an equal opportunity employer. We strongly encourage and seek applications from women, people of color, and bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, martial status, or medical condition including acquired immune deficiency syndrome (AIDS) and AIDS-related conditions.
Applicants with Disabilities:
Reasonable accommodation will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.
