Executive Assistant at Aperio Philanthropy

Remote

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About the role

The Executive Assistant is responsible for providing comprehensive, proactive support to members of Aperio’s senior leadership team As the day-to-day partner of 2-3 senior leaders, the Executive Assistant maintains extensive working knowledge of Aperio’s vision, strategic plan, operational priorities, clients, and business development and enables the leaders to fulfill their role in leading the company to success in these areas. The Executive Assistance combines organizational excellence with a flexible, creative approach to provide support that is as forward-looking as it is thorough. The Executive Assistant collaborates extensively with team members to ensure that their needs for senior leader partnership, input, and guidance are met and that senior leaders’ time is invested to highest and best use.

  • Maintain a working knowledge of the roles, priorities, and work style of each senior leader
  • Work with each senior leader to define support needs and create solutions
  • Proactively identify and fulfill support needs
  • Serve as a point person for requests of the senior leaders, helping to organize and prioritize incoming questions, approval requests, input needs, and action items
  • Provide frequent reminders regarding next steps on clients, business development, management, and other tasks in the format that the senior leaders prefers
  • Maintain a working knowledge of upcoming deliverables and projects that require senior leaders’ time; supports the senior leaders in planning ahead and fulfilling their responsibilities
  • Use all available tools, including Asana, MS Office, Forecast, and Salesmate to develop organizational systems for self and others
  • Support the senior leaders in optimizing their calendars, achieving objectives for managing time, and protecting space to focus on priorities
  • Schedule meetings with internal and external stakeholders—including clients, clients’ donors, clients’ board members and volunteers, prospective clients, and other key relationships—in a quick, friendly, and flexible manner
  • Facilitate and coordinate meetings, including location, catering, and audio/video requirements
  • Prepare and/or source meeting agendas and materials through proactive communication and collaboration with team members
  • Ensure that senior leaders are provided with timely, accurate information and documentation for meetings and presentations
  • Enter business development meeting information into Aperio’s CRM, including contact information, meeting notes, and next steps related to business development relationships
  • Research business development opportunities, such as requests for proposals, speaking opportunities, and networking opportunities, identifying at least 2-3 per month
  • Prepare communications, emails, letters, and memoranda
  • Arrange travel plans
  • Complete and submit expense reports
  • Undertake special projects as assigned
  • Perform other related duties as assigned

Qualifications

  • 3+ years of work experience, including at least 1 year of executive-level administrative experience 
  • Proficient in Microsoft Office Excel, PowerPoint, Word, and Outlook, including advanced formatting and style capabilities
  • Sensitivity to confidential matters is required 
  • Strong relationship management, interpersonal, and communication (written and oral) skills 
  • Ability to work well with all levels of staff, management, vendor, etc. 
  • Demonstrated ability to manage complex projects to successful outcomes 
  • Self-starter with ability to complete tasks with minimal direction and supervision 
  • Operationally minded, exceptional detail orientation, and consistent follow-through 
  • Outstanding organizational skills and ability  
  • Entrepreneurial style 
  • Bachelor’s degree preferred 
  • Ability to travel, as needed 

Apply Now

Applications are now closed

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