Senior Executive Assistant, Office of the President

Environmental Defense Fund; New York (NY); On-site; USD 90,000 - 125,000; Full time

Job summary

Environmental Defense Fund (EDF) is seeking a Senior Executive Assistant based in New York to support the President and Executive Office. You will manage complex calendars, arrange and track travel, prepare correspondence, and assist with board-related activities.

Strong writing, research skills, and confidentiality are essential. The role requires a proactive, flexible individual who can handle multiple priorities in a dynamic environment while supporting EDF’s mission on climate and

Qualifications

• 5+ years of experience supporting a senior-level manager with calendar and travel management.
• Undergraduate degree (English, journalism or communications) required or equivalent experience.
• Excellent writing and oral communication skills with attention to detail.
• Discretion handling confidential information and complex scheduling.

Responsibilities

• Manage all internal scheduling of calls and meetings for the President and Director, Executive Office.
• Coordinate travel for the President including flights, hotels, and transfers.
• Prepare and proofread correspondence and supporting materials; monitor correspondence flow.
• Draft minutes and action items for leadership meetings and weekly calls.
• Assist with expense processing, timekeeping, and project coordination as needed.

Skills

Executive support

Calendar management

Travel arrangements

Written communication

Research

Education

Undergraduate degree (English, journalism, or communications)

Tools

MS Office Suite

Job description

LocationThis position is based in EDF's New York office.Overall FunctionReporting to and working under the guidance of the Director, Executive Office, the Senior Executive 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 and may be asked to provide support to the Board Relations team.Key ResponsibilitiesResponsible for all internal scheduling of calls and meetings, working closely with the Director, Executive Office and other staff throughout the organization.Primary responsibility for booking travel for the President including flights, hotels, and transfers.Schedule calls and meetings with Trustees, politicians/elected officials, donors and other senior stakeholders as requested by Director of the Executive Office.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.Participate in advancing EDF Organizational Effectiveness and Culture (OEC) goals so people from all backgrounds and experiences feel connected, included, and empowered to address the experiences fell connected, included and empowered to address environmental and organizational challenges in ways that align with EDF values.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 and time keeping 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.Shepherd invoices, contracts, grant agreements and other documents requiring President's approval through to completion.Keep informed about major projects; stay abreast of current priorities as they relate to the President's goals and strategy.Draft minutes and action steps for the weekly Organizational Leader’s call and provide support for other leadership group meetings, as needed.Additional relevant responsibilities as assigned.Qualifications5+ 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.Strong written and oral communication skills.Research-savvy and internet and resource proficient. including proficiency with MS Office applications and impeccable technical skills..Exceptional interpersonal skills, as this job requires frequent interaction with diverse individuals, including board trustees and funders.Ability to create and maintain strong relationships, both inside and outside the organization, and represent EDF effectively.Strong discretion and the ability to handle confidential information professionally.Proactive, self-directed and assertive with resourcefulness and adaptability.Flexible and comfortable in a dynamic environment.Demonstrated self-awareness, cultural competency and inclusivity, and ability to work with colleagues and stakeholders across all cultures and backgrounds.