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Executive Assistant


Position Overview:

The Executive Assistant provides high-level support to Emergent’s executive team through a broad range of administrative duties. The Executive Assistant also plays a key role in the coordination and execution of Emergent’s events, webinars, and conference and participates in all stages of the event life cycle.   The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.   

Responsibilities

Executive Support

  • Schedule meetings for Emergent’s executive team;
  • Attend meetings, take notes, and record minutes;
  • Coordinate communications and interface with staff and external partners on behalf of executive team members;
  • Provide high-level administrative support and assistance; and
  • Make travel arrangements for executive team members.

Event Support

  • Prepare and manage the event agenda;
  • Manage bookings for speakers and facilitators;
  • Coordinate travel and logistics for speakers and facilitators;
  • Organize and manage event participant lists, save-the-dates, and invitations;
  • Assist with the set-up and oversight of event technology components;
  • Provide support on the day of the event; as needed;
  • Take notes; and
  • Draft and send post-event correspondence.

Requirements of the Role

Essential attributes:

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors;
  • Strong written and verbal communication skills;
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability;
  • Highly resourceful team-player, with the ability to also be extremely effective independently;
  • Proven ability to handle confidential information with discretion;
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment; and
  • Forward looking thinker, who actively seeks opportunities and proposes solutions.

Education and Experience:

  • At least 5 years of experience providing administrative and executive level support, preferably with a not-for-profit organization;
  • Bachelor’s degree (preferred);
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and Adobe Acrobat (or equivalent);
  • Fluency in webinar platform administration and F2F and virtual event logistics;
  • Fluency in CRM interfaces desired;
  • Knowledge of event awareness boosting using social media; 
  • English fluency a must; Spanish, Portuguese, and/ or French fluency preferred.

Applications Instructions and Requirements:

Applicants must have work authorization in the US or Europe

Emergent provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, local or other applicable laws.

Please include your cover letter and resume as a single PDF document when applying.

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