Executive Assistant

Executive Assistant

National Remote

Full time

job requisition id

JR100419

As the leading global type 1 diabetes (T1D) research and advocacy organization, Breakthrough T1D helps make everyday life with T1D better while driving toward cures. We invest in the most promising research to turn ideas into life-changing therapies and devices. We work with government, regulatory officials, and insurance companies to address issues that impact the T1D community — breaking through barriers that limit access to care worldwide. We provide resources and guidance that makes it easier to live and thrive with T1D. This is more than a moment — we’re empowering a movement for the T1D community. Share your support and help educate and empower individuals facing type 1 diabetes.

Our mission is to improve lives today and tomorrow by accelerating life changing breakthroughs to treat, prevent and ultimately, cure T1D and its complications. Always, we are guided by a single purpose: As we drive towards curing type 1 diabetes, we help make everyday life better for the people who face it.

The Executive Assistant provides support to the VP, Donor Development, VP, Leadership Giving and VP, Corporate & Institutional Giving. The position partners closely with these departments’ team members, other executive assistants, and the organization at large to ensure that key deliverables are met. This person is high energy, results-oriented, self-starting, and capable of quickly taking control and assisting with needs across the organization. This position provides critical administrative and project management support to the VPs and will work across projects and teams with a great deal of independence.

Responsibilities:

• Support Executives by performing various administrative tasks including but not limited to: heavy calendar management; meeting and conference coordination and planning with internal and external stakeholders and vendors; all aspects of global travel arrangements; coordination of departmental supply needs, IT issues, and other ad hoc administrative duties as requested.
• Assist Executives in managing, drafting, and reviewing meeting itineraries, briefing documents, PowerPoint and other presentations, other communications as needed to meet deadlines for deliverables.
• Create an effective system to serve as gatekeeper and point of contact between Executive and internal/external colleagues.
• Prioritize and complete multiple priority tasks with ease, manage special projects as assigned for all departmental teams under the VPs, update key business documents (i.e., business plans, distribution lists, organizational charts, contact lists, etc.) and confidential handling of sensitive information.
• Have a strong understanding of key deliverables of each VP to support KPI reporting, reporting from CRM, data assembly in Excel and other Microsoft Office Suite apps, and execution of routine reports.
• Coordinate and prepare agendas for various senior team meetings.
• Serve as the expense report expert and resource hub for all departmental team members under the VPs while processing and managing expense reports and credit card statements for the three Vice Presidents and direct report Assistant Vice Presidents.
• Review, research, and direct internal correspondence to the appropriate department.
• Review, research, and either direct donor inquiries to another team or prepare a response for the appropriate VP.
• Maintain an organized filing system for various reports and documents.
• Assist in the creation of and operate within the departmental budget.
• Correspond by email, phone and written communication with key stakeholders both internal and external regarding key business activities of the VPs and fundraising programs supported.
• Effectively manage other duties as assigned.

Qualifications:

• 5+ years of experience in administrative support, project management or development (fundraising) coordination.
• 3+ years of experience in a nonprofit organization.
• 5+ years of experience in event coordination preferred.
• Exceptional computer skills to include Microsoft Office Suite with an emphasis on Word, Excel and PowerPoint.
• Experience in working in donor databases, preferably using Salesforce for nonprofits.
• Ability to manage multiple and competing priorities with strong time management skills and to meet deadlines under pressure.
• Experience in supporting strategic initiatives and managing projects to ensure completion.
• Strong attention to detail and accuracy skills with ability to find solutions to problems in a self-directed manner.
• Ability to research and report on a variety of issues using problem solving skills.
• Excellent communication skills across all levels of the organization, both verbally and in writing. The ability to maintain a highly refined, consistent, and professional demeanor in all communication.
• Be proactive, a self-starter.
• Ability to be responsive to occasional emails/texts/phone calls, with contact outside normal business hours as needed.
• Ability to be innovative and creative in meeting customer and enterprise needs.
• Demonstrated ability to confidentially handle sensitive or private information or materials.

• Strong knowledge of and capabilities in administrative procedures, such as coordination of people and resources, planning, managing files/records, designing forms, office procedures/terminology and resource allocation.
• Expertise in developing and preparing presentations, reports, and business correspondence.
• Ability to identify and establish key objectives and works in a timely and efficient manner.
• Highest personal, and ethical standards.
• Excellent active listening, analytical, and problem-solving skills.
• Team player with the ability to interface with all levels of staff and volunteers, build trusted relationships and maintain positive working relationships across the organization.
• Ability to work independently, collaborate and demonstrate sound judgment.
• High School Diploma is required, college degree preferred.

Target Salary – $68k – $84k

Essential Functions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools or controls. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl.

The employee must occasionally lift and/or move up to 25 pounds, and infrequently up to 50 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.

The noise level in the work environment is usually moderate.

Additional information:

Requests for medical, religious, and other exemptions will be considered on an individual basis. Breakthrough T1D will comply with all federal, state, and local laws.

Breakthrough T1D supports a diverse and inclusive workforce.
Breakthrough T1D is an Equal Opportunity Employer.
All your information will be kept confidential according to EEO guidelines.