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Executive Assistant to the President

German Marshall Fund of the United States (GMF)
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The Executive Office (EO) is a small, high-impact team that drives GMF to deliver in the face of great strategic challenges to the transatlantic alliance today. The Executive Office is the public face of GMF with representation to the highest level of governments, strategic partners, business and thought leaders. In addition, the EO manages the senior leadership team to enable GMF to ensure organizational goals are achieved. 

Job Summary:

As a key member of a high-functioning and impact-driven Executive Office team, the Executive Assistant to the President provides seasoned, executive level support for GMF’s president.  S/he/they manages the President and the Chief Operating Officer’s (COO) heavy meeting and travel schedules and systems and tools to meet a broad variety of administrative needs. The Executive Assistant should have a proven track record of time and project management, results orientation, and skilled communication. This individual must also be able to maintain scrupulous confidentiality, have a keen attention to detail and work independently and professionally while balancing multiple priorities, often against tight deadlines.

 

The Executive Assistant must have exceptional writing, editing, and communication skills. The successful candidate will have high emotional intelligence and be discreet, reliable, and organized. Working in close collaboration with the Chief of Staff and other members of the Executive Office team, the Executive Assistant is an integral member of the Executive Office.  

 

Essential Duties/Responsibilities (in order of importance):

  • Serves as “gate-keeper” for the Executive Office to ensure the most efficient use of the president’s time and to streamline day-to-day operations to maximize efficiency;
  • Serves as a trusted partner for President, Chief Operating Officer, and the Chief of Staff to manage complex and confidential matters within the Executive Office;
  • Oversees all administrative tasks for the President and Chief Operating Officer, including but not limited to calendar management, travel logistics (including accommodations, meals, and transportation) and preparation of all supporting materials
  • Manages extensive and multi-destination travel (international and domestic) for the president and COO
  • Prepares materials for meetings and all external engagements; performs extensive background research as needed and gathers relevant information from GMF staff.
  • Drafts and edits executive-level correspondence;
  • Appropriately distributes information and tracks communication flow from the Executive Office to other departments, offices, and partners; ensures timely response and follow-up on deliverables from others and from the Executive Office.
  • Prepares executive financial documents, including the executive office budget, reimbursement forms, expense reports, and other documents as needed.
  • Updates GMF’s contact database and Executive office records;
  • Assists the Chief of Staff with coordination of logistics associated with engagement with the Board including onboarding of new members, meeting technology improvements, presentation materials, etc.
  • Manages travel logistics for trustee travel to GMF meetings/conferences.
  • Effectively represents GMF’s values in all engagements, internal and external, along with team player attitude including a willingness to take on special projects and additional duties as required.

 

Additional Duties/Responsibilities (in order of importance):

This position description incorporates the core responsibilities of the job.  It is recognized that other related duties not specifically mentioned might also be performed, and that not all responsibilities may be carried out depending on operational needs. 

 

Internal/External Contacts:

[identify the type of contact, the reason for the contact and frequency]

Internal

  • GMF staff at all levels
    • Daily
    • Coordinating schedules, consolidating briefing information including donor relationships, research, and relaying information from the Executive Office when necessary
  • Board Members
    • Quarterly
    • Coordinate board meetings, scheduling with president/corporate secretary, and other GMF interactions

External

  • Media
    • Often
    • Coordinate interviews, quotes, speaking engagements for president
  • Government/Embassy Contacts
    • Frequently
    • Coordinate meetings and events for principal
    • Greeting and escorting through GMF premises
  • Individuals/Donors
    • Frequently
    • Coordinate meetings with principal, acquire information to brief principal when necessary
    • Greeting and escorting through GMF premises

 

Autonomy and Responsibility:

  • Mid-level coordination.
  • Develop and recommend to Chief of Staff for approval.
  • Develop and recommend policies and procedures to Chief of Staff.
  • No direct reports.

Confidentiality: mid-high level (proprietary, financial, personnel, & strategic). 

Knowledge and Skills Needed:

  • Minimum of 5 year executive assistant level workexperience.
  • Can-do, proactive attitude with a high level of maturity, professionalism, poise, and excellent judgment.
  • Exceptional attention to detail.
  • Ability to foresee, identify and resolve problems in a timely manner.
  • Ability to work independently and as part of a team while carrying out tasks with minimal supervision, and able to accept direction on given assignments.
  • Ability to multi-task and manage competing priorities.
  • Strong facility with Microsoft suite (Outlook, Excel, Powerpoint, Word, Sharepoint) and digital platforms in general.
  • Excellent verbal and written communication skills; exceptional interpersonal communication skills. Proven record maintaining confidentiality.
  • Facility with working collaboratively.

 

Education:

Bachelor’s degree (Preferred) 

Salary: $55,412-$80,000

To Apply:  

Please use this link to apply: https://gmfus.clearcompany.com/careers/jobs/b76fc3e3-824d-7f7e-cb6a-9b9030ec76d6/apply?source=3014987-CS-36338

We highly encourage individuals from underrepresented backgrounds to apply.  Historically, underrepresented groups include (but are not limited to) Black, Latinx/o/a/e, Indigenous, Asian, Arab, Middle Eastern, Pacific Islander, biracial, multiracial, female-identifying, the disability community, LGBTQIA+, and other marginalized identities.

Don’t meet every single requirement?  Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification.  At GMF we are dedicated to building a diverse and authentic workplace, so if you are excited about this role, but your experience does not align perfectly, we encourage you to apply.  You may just be the right candidate for this or other roles at GMF. 

GMF is an Equal Opportunity Employer.