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CTAOP Founder Charlize Theron Still Loves Hollywood. She Just Wants It To Be Better.

Executive Assistant to SU2C Senior Management

 

JOB DESCRIPTION

The Executive Assistant will report to the SVP of Human resources and General Counsel and will be responsible for providing a high level of administrative support to the Chief Executive Officer (CEO), Chief Development Officer (CDO) and other C-suite and senior leadership team members, including clerical support, records management, calendar management, correspondence, travel, preparation of agendas and materials for Board meetings and other related Committees as well as other projects as assigned by the CEO or other senior leadership.

RESPONSIBILITIES

The requirements listed below are representative of the knowledge, skill, and ability required:

  • Communicate expertly and conscientiously, in both written and verbal forms.
  • Act as liaison between the CEO, senior executives, key constituents, and top-level managers as needed to ensure timely response times and completion of assigned tasks.
  • Act as point of contact for the CEO and all HR/legal matters while maintaining absolute confidentiality and discretion.
  • Strategically arrange travel, both domestic and international, and create travel itineraries with the ability to anticipate potential changes and mastering any status updates.
  • Manage executive calendars, including scheduling internal/external meetings and conference calls.
  • Collaborate in the design and development of meeting materials; print/distribute materials for meetings, including an audience of remote attendees.
  • Assist with logistics related to meetings, telecasts, retreats, conferences, and summits, including planning and coordination of schedules and travel.
  • Assist with planning, scheduling, coordination, and preparation of materials and agendas for Board and other committee meetings, including, but not limited to, the Founders and Advisors Committee Meetings and Scientific Advisory Committee meetings.
  • Assist with the mitigation and escalation of issues where necessary by communicating with appropriate individuals to respond to questions and concerns.
  • Direct telephone calls and emails to the appropriate individual/department while offering polite, professional service representative of the Executive Office.
  • Prepare and process expense reports and perform credit card reconciliation for executive staff.
  • Draft correspondence as necessary under the direction of Executive Management.
  • Assist HR with personnel file organization, document retention and file management.
  • Assist SVP HR, General Counsel with contract execution and preparation of redlined documents as needed.
  • Lead and coordinate special projects as assigned.
  • Coordinate and provide administrative support to other Departments, as needed.
  • Perform other job-related duties as assigned

QUALIFICATIONS

  • Demonstrate strong organizational and time management skills with the capacity to be highly task-oriented.
  • Professional demeanor exhibiting the ability to listen actively and communicate effectively (both orally and in writing), persuasively, and with confidence.
  • Proactive problem-solving skills.
  • Strong ability to multi-task, work in a fast-paced, deadline-driven environment while maintaining extreme attention to detail.
  • Excellent proofreading skills.
  • Advanced skills in the Microsoft Office suite environment.
  • Able to be proactive and anticipate needs of the CEO, CDO and SVP of HR/General Counsel.
  • Highest level of integrity and ethics.
  • Experience handling confidential material and information.
  • Excellent judgement and ability to grasp complex subject matters, foresee potential outcomes, and communicate with all levels of employees.
  • Able to demonstrate the personal attributes of discretion, maturity, respect, and professionalism.

EDUCATION and EXPERIENCE

  • Bachelor’s degree preferred and/or equivalent years of experience as an executive assistant.
  • Seven to ten years of experience providing high-level executive administrative support to C-suite management.
  • Legal administrative background a plus.

PHYSICAL REQUIREMENTS

  • Some travel may be required
  • Ability to sit for extended periods
  • Frequent alpha/numeric keyboarding
  • Ability to view a computer monitor
  • Operate standard office equipment
  • Lift and carry boxes up to ten pounds

SALARY RANGE: $70-$75K

ACKNOWLEDGEMENT

This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of management to assign, direct, and control the work of employees under supervision. The listing of duties and responsibilities shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

The employment of all employees is at will. This means that either the employee or the Foundation may terminate the employment relationship at any time, for any reason or no reason, with or without cause, and with or without advance notice. This Policy of at-will employment only can be changed by an express written agreement signed by the CEO.

I understand that as a representative of the Foundation, I will be expected to model the highest standards of behavior and performance in my position. In that regard, I understand and agree that I will comply with all policies and procedures that apply to me and my job position, including, but not limited to, the Employee Handbook.

APPLICATION INSTRUCTIONS

Please submit your resume and cover letter to HR@eifoundation.org.