Executive Assistant - Charlottesville, United States - Mind & Life Institute

Mind & Life Institute

Verified Company

Charlottesville, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Title:
Executive Assistant

Reports to:
President

Location:
Charlottesville, VA

Schedule:
Monday - Friday, 9am - 5pm

Status:
Full Time - Exempt (40-hour work week with full-time benefits)

Compensation:
Salary range: $60,000 - $75,000

Benefits:
Hybrid In-Person and Remote, Group Health and Dental Insurance, Short-Term and Long-Term Disability Insurance, Vision Insurance, 403(b) Plan, Profit-Sharing Plan, Paid Time Off, and Retreat Time Off

Position Summary:

Provides daily administrative support to the President and manages the office operations. Assists the President with prioritization and scheduling. Makes judgments and decisions on behalf of the President as needed. Provides support as needed to the Mind and Life team, including the Board of Directors and Steering Council.

Assists President:

Assists the President with prioritization and time management, tracking and addressing multiple projects and issues at hand.
Takes initiative to prepare correspondence, reports, and presentations.
Manages the President's calendar, including but not limited to activities, meetings, and travel schedule.
Arranges all of the President's travel in keeping with the President's preferences and in alignment with the Mind and Life Travel Policy, demonstrating cost saving measures.
Prepares the President's expense reports including organizing receipts, documenting business purpose of expenses, and tracking all expenses for reimbursement.
Maintains positive working relationships with all Mind & Life colleagues and the broader Mind & Life community.
Coordinates Board of Directors and Steering Council meetings as well as other groups and meetings led by the President, taking minutes where appropriate.
Guides the creation of the Board Book and other reports to the Board.
Works with the Advancement Team as it relates to the President's responsibilities and priorities related to fundraising and communications.
Works with the Events and Programs Team as it relates to the President's responsibilities and interests related to Mind and Life events.
Tracks donor notes and keeps contact information updated in Salesforce as well as coordinating Moves Management with the Director of Advancement.
Completes other tasks and assignments as requested by the President.

Supports office operations:

Provides support to the Mind and Life team as needs, projects, and events arise, such as scheduling, creating agendas, and minutetaking for meetings.
Support office operations to include, but not limited to:
Maintaining a welcoming and functional physical office environment.
Coordinating facilitiesrelated needs, such as office supplies, communicating with janitorial staff, maintaining a list of key holders, etc.
Customer service provision to inperson visitors and vendors.
Provide local administrative support for IT as needed (new equipment, upgrades, or updates).

Maintains positive working relationships and participates in promoting positive culture with Mind & Life team and broader Mind & Life community.

Qualifications:

Minimum of 35 years previous onthejob experience at the level of executive assistant for senior management, C-Suite preferred.
Preference for previous work experience for management consulting firm.
2year associate degree or higher, or equivalent education and experience.
Strong visual communication skills with ability to effectively interpret and condense information for presentation to an audience.
Advanced proficiency in the use of office technology and operating systems, including Google Workspace and MS Office Suite (Word, Excel, PowerPoint).
Strong communication skills (written and oral), with the ability to communicate with discretion and poise effectively and personably.
Collaborative nature, with the ability to maintain strong and positive relationships with internal and external stakeholders.
Teamoriented with an energetic and proactive attitude and approach.
Successful track record in prioritization with keen judgment and problemsolving skills.
Demonstrates excellent attention to detail marked by intentionality.
Able to maintain strict confidentiality and discretion.
Embodies personal qualities of integrity, kindheartedness, and credibility.
High level of selfawareness and emotional intelligence.
Multicultural awareness and appreciation of diversity.
Strong commitment to the mission and values of the Mind & Life Institute.

Additional Information:

Based in Charlottesville, Virginia.
Mind & Life operates in a hybrid inperson and remote work environment.
Three days inoffice, two days remote.
Position may include occasional domestic or international travel (a few times per year).
All offers of employment are contingent upon clear results of a thorough background check.
Mind & Life is an equal opportunity employer and is committed to equity, diversity, and inclusion, and follow