Special Assistant, Executive Office

Special Assistant, Executive Office

Overall Function

Reporting to and working under the guidance of the Director, Executive Office, the Special Assistant will provide administrative support, calendar management, expense processing, travel and meeting arrangements, project management, writing of correspondence, review of briefings, research, and other tasks as assigned. The successful candidate will have exceptional organizational skills, strong writing skills and an interest in climate change and the Environmental Defense Fund’s mission. They will be part of an Executive Office Team that supports the President & Executive Director and will be asked to provide support to the Board Relations team.

Location

Key Responsibilities

• Responsible for all internal scheduling of calls and meetings, working closely with staff throughout the organization
• Schedule calls and meetings with Trustees, politicians/elected officials, donors and other senior stakeholders as requested by Director of the Executive Office
• Manage travel for the President including flights, hotels, and transfers
• Under the supervision of the Director, Executive Office, monitor all correspondence received by the President and organize and prioritize critical issues and required information for the President to facilitate efficient decision-making and follow up
• Ensure President is prepared for meetings with supporting documentation, and researching background information as required.
• Prepare and proofread correspondence on behalf of the President
• Manage processing of President's expense reports every week
• Support the Director, Executive Office in ensuring all correspondence (emails and phone calls) received by the President are monitored, routed to the appropriate party and answered in a timely manner
• As needed, provide surge capacity to the Communications Team for internal communications from the President & Executive Director.
• Shepherd invoices, contracts, and other documents requiring President's approval through to completion
• Draft minutes and action steps for the weekly Organizational Leader’s call.  Provide support for other leadership group meetings, as needed.
• Keep informed about major projects; stay abreast of current priorities as they relate to the President's goals and strategy
• Participates in advancing EDF DEI goals in which people from all backgrounds and experiences feel connected, included, and empowered to address the environmental and organizational challenges in alignment with EDF values
• Additional relevant responsibilities as assigned

Qualifications

• 6+ years of experience supporting a senior-level manager with demonstrable knowledge of impactful schedule management
• Undergraduate degree required (degree in English, journalism or communications strongly preferred)
• Extremely organized and detail-oriented with a commitment to excellence
• Proficiency with MS Office applications and impeccable technical skills
• Strong written and oral communication skills
• Research-savvy; internet and resource proficient
• Exceptional interpersonal skills, as this job requires frequent interaction with diverse individuals, including board trustees and funders
• Ability to create strong relationships, both inside and outside the organization, and represent EDF effectively
• Poised, confident, self-directed and assertive with high energy, resourcefulness, adaptability and creativity
• Flexible and comfortable in a dynamic environment
• Demonstrates self-awareness, cultural competency and inclusivity, and ability to work with colleagues and stakeholders across diverse cultures and backgrounds