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: NYC Office. Hybrid 2-3 days in office
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
Employment Type: Full Time
Years Experience: 5 - 10 years
Salary: $85,000 - $95,000 Annual
Bonus/Commission: No
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
Industries
Technology, Information and Internet
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