Description
SUMMARY:
The Executive Administrative Partner will provide high-level administrative and strategic support for the President and CEO and serve as a trusted advisor and key facilitator for business operations and strategic initiatives. Working closely with other senior leaders, internal and external stakeholders and board members, this position will provide strategic executive support ensuring the vision of the Executive Office is communicated clearly and executed in alignment with Feed the Children’s values. This position will oversee all aspects of executive communications, calendar management, travel and meeting coordination, board relations, project management and process improvement and efficiencies striving to enable the executives to focus on critical business priorities.
NOTE: This position will work primarily in office from our corporate office in Oklahoma City, OK, however may evolve in to a more hybrid role over time.
ESSENTIAL JOB FUNCTIONS:
Serves as a trusted advisor to and for the President and CEO, while also providing administrative and strategic support to the Chief of Staff and Sr. Vice President of Executive Operations.
Oversee all aspects of executive communications, calendar management, travel and meeting coordination, board relations, project management and process improvement and efficiencies striving to enable leadership to focus on critical business priorities.
Facilitates and manages cross-functional strategic initiatives and ensures action items are executed on behalf of the President and CEO.
Manages the calendar primarily of the President and CEO but also assists with managing calendars for other executives, as needed. This includes scheduling and organizing meetings and all logistical activities.
Organizes high level executive meetings and retreats, teleconferences, and virtual meetings for the Executive Leadership Team.
Proactively drives execution of the strategy of the Executive Office, ensuring meeting processes and deliverables are met, assist in the preparation of content as needed, and track actions items and accountability of others through to completion.
Prioritizes workflows to accommodate the needs of the executives and their teams as strategies and/or approaches shift.
Serves as a liaison to the Board of Directors, Executive staff, Feed the Children staff and the general public to ensure the delivery of relevant information, adherence to timelines, reporting, project completion, and issue resolution.
Attend key meetings and handle confidential materials and information with the utmost discretion, integrity, and diplomacy.
Provides support for project-related work such as preparing reports, creating onboarding plans for key team members, participating in strategic organizational activities and managing leadership agendas, and partnering with key external stakeholders.
Maintains strict and uncompromising confidentiality regarding the work and activities of the Executive Office.
Establishes and manages the Executive physical office including all electronic and hard copy files, computer and telephonic equipment, breakroom, and office supply needs.
Prioritizes and follows up on projects, issues, and concerns to the President and CEO, including those of a sensitive or confidential nature and determines appropriate course of action or referral.
Completes a variety of administrative tasks for the Executive Office; composing and preparing correspondence that is confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for meetings.
Manages the preparation efforts for quarterly Board of Director meetings and activities. This includes prioritizing the distribution of documents for the board and committee meetings, securing travel accommodations for all Board of Directors as needed and assisting with expenses, as well as securing off-site meetings and rooms, meal arrangements, etc.
Communicates directly, and on behalf of the President and CEO, with board members, and others, on matters related to the CEO’s needs.
Organizes and maintains documents related to the Executive Leadership Team’s direct reports, including time off requests and maintenance of electronic and hard copy files.
Prepares travel requests and books all Feed the Children international travel.
Prepares correspondence for the Executive Leadership Team as requested. Assists in the preparation of research, reports, presentations, and data analysis.
Develop engaging presentation materials in partnership with the Chief of Staff and Sr. Vice President of Executive Operations.
Reviews, manages, and evaluates internal and external communications in confidence to identify items requiring priority attention; independently responds to general correspondence of a routine nature.
Communicates and handles incoming and outgoing phone calls in the Executive Office with exceptional customer service while also greeting and assisting employees and visitors.
Maintains regular attendance and punctuality which are critical in order to complete the day-to-day tasks of this position.
Establishes an environment of high performance and continuous improvement that values learning, a commitment to quality, welcomes and encourages collaboration, and fosters both intra and inter-departmental dialogue and respect.
Models the type and level of behavior, professionalism and leadership that is in accordance with the values of the organization.
Performs other related duties and projects as required.
Requirements
EDUCATION:
Bachelor’s degree or equivalent experience preferred.
EXPERIENCE:
5+ years of relevant experience supporting senior level executives in an administrative capacity required
Extensive experience in board relations including meeting management, travel arrangements, communications, etc. required
Experience coordinating travel for senior level executives required
Ability to manage multiple tasks with competing deadlines professionally while maintaining a high attention to detail and confidentiality required
Excellent written and verbal communication skills with the ability to develop presentation materials required
Strong proficiency in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, Teams and SharePoint required.
Strong interpersonal skills interacting with cross-functional teams both in person and in a virtual setting required.
Demonstrates creative and innovative thinking and is motivated by continuous self-improvement and learning.
Ability to exercise independent judgment and discretion in dealing with confidential matters, build and maintain trust in sensitive situations, and effectively escalate relevant information, all with a high level of respect and empathy.
Experience utilizing AI in office administration as a pivotal tool to streamline administrative processes required
Ability to work occasional evenings and/or early mornings to accommodate varying time zones of colleagues required.
International and/or non-profit professional work experience preferred
Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job may be considered.
LICENSES AND CERTIFICATIONS:
None
