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Executive Assistant to the CEO

Organization
GHR Foundation
Location
Minneapolis, MN
Salary Range
$74,000 - $92,000 depending on qualifications
Posting Date
January 31, 2024
Application Deadline
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Job Description

Organization Background

GHR Foundation is a hope-fueled global funder of service to people and their limitless potential for good. In collaboration with partners and communities around the world, GHR reimagines what’s possible when accelerating progress locally – toward racial and educational equity in the Twin Cities community and Catholic schools; globally – through change-making approaches to persistent development challenges alongside the Catholic Church and faith networks; and in biomedical – on groundbreaking research to prevent Alzheimer's Disease and related dementias.

Position Summary

The executive assistant provides executive support to the Chief Executive Officer (CEO) and must have superb judgment and significant initiative to manage a broad spectrum of activities and situations, while providing project management, administrative and organizational support. This role also provides occasional administrative support to the Chief Operating Officer (COO) and Chief Investment Officer (CIO).

Reporting and Collaborative Relationships

The executive assistant reports directly to the Senior Manager-Office of the Chair, but day-to-day direction regarding scheduling and administrative tasks will primarily come from the CEO. The position also collaborates with members of GHR’s Executive Leadership Team (ELT), other staff members, and external constituents on behalf of the CEO.

Primary Responsibilities

CEO Productivity & Time Optimization

  • Manage the CEO’s calendar to ensure strategic and impactful use of her time. Schedule in-person, remote and hybrid meetings on behalf of the CEO with constant attention to detail.
  • Manage complex domestic and international travel arrangements.
  • Proactively anticipate the CEO’s needs and ensure she is fully prepared for meetings and travel.
  • Elevate emerging issues that require prompt attention.
  • Process expense reports via Concur on behalf the CEO, COO, CIO, Board/committee members, and guest speakers; Submit invoices to Accounts Payable.
  • Maintain a well-organized filing system for important and sensitive information that is confidentially stored but easily accessed by the CEO.
  • Maintain an accurate database of contacts in Outlook.
  • Draft, edit and/or deliver correspondence upon the request of the CEO. Respond on behalf of the CEO when appropriate.

Meeting Coordination

  • Support the Sr. Manager – Office of the Chair with scheduling recurring meetings with Board, Committee and ELT members, and other tasks as requested.
  • Coordinate logistics for meetings: including reserving conference rooms/venues, room set up and clean up, preparing meeting materials, arranging refreshments/catering, ordering supplies, launching video conferencing and technology, registering visitors with building security, validating parking, etc.
  • Attend meetings upon request, take notes or minutes, capture action items, and ensure follow through.

Management Team and Staff

  • Schedule recurring meetings between CEO and COO and their direct reports to support effective team communication, collaboration, and decision-making.
  • Support the CEO and COO with scheduling quarterly performance check-ins with their direct reports.
  • Ensure staff members can access time with the CEO and/or COO to discuss time-sensitive matters when needed.
  • Serve as an integral part of the GHR administrative team and provide/request assistance as workloads require.

Qualifications

  • The executive assistant is an experienced professional with a minimum of seven years of executive administrative experience supporting C-level executives, and is genuinely committed to teamwork, customer focus, and the achievement of high-quality work.
  • Bachelor’s degree or equivalent experience required.
  • Highly proficient with Microsoft Suite (Outlook, Word, Excel, PowerPoint) and conferencing technology (Teams, Zoom). Prior experience with Concur is appreciated but not required.
  • Excellent written communication skills and experience crafting business correspondence.
  • Strong organization and project management skills including the ability to anticipate workflow, manage multiple projects simultaneously, create/request clarity on multiple priorities, take initiative within a collegial mindset and accomplish tasks under a deadline.
  • Sound judgement and discretion in handling complex situations; quick and thoughtful problem-solving skills, with a high degree of accuracy and attention to detail.
  • Experience handling highly confidential matters in an appropriate manner.
  • Ability to keep calm under pressure and respond to stressful situations with poise and professionalism.
  • Strong interpersonal skills to effectively work with, and relate to, a diverse group of team members and partners.
  • Racially conscious: Understand and appreciate the role of race and ethnicity and have the ability to effectively collaborate with diverse communities in a variety of contexts.

Salary Range

The starting salary for this position is in the range of $74,000 - $92,000 annually depending on qualifications.

To Apply:

Send a cover letter and resume to talent@ghrfoundation.org. Please reference job #ADMIN2024 in the subject line of your email. Application review will begin February 14.

Work Environment

GHR fosters a respectful, inclusive, collaborative and fun environment, a supportive and engaged team, full benefits including health, dental, vision (for self, partner and children) short and long-term disability, a generous retirement matching program, PTO starting at 20 days/year, educational assistance program, pre-tax health and transportation accounts and nine paid holidays a year. The office is closed from December 25 – January 1 each year.

GHR Foundation is currently working in a hybrid work environment. This position is expected to work in-office at least three days per week at GHR’s downtown Minneapolis office. There will be occasions (anticipated and unanticipated) when this position will be required to work in-office Monday-Friday, and before/after normal work hours.  Employees use office equipment such as personal computers, copiers, telephones; stand or sit at a desk for extended periods of time (2-3 hours); may need to lift and move documents and supplies (not to exceed 25 lbs.); and bend to file or retrieve documents.

GHR is an equal opportunity employer and will not discriminate against any applicant for employment because of race, color, religion, sex, national origin, disability, age, genetic information, or any other status protected by state or local law for an individual who falls within the jurisdiction of such law.

We respect and seek to empower each individual and support the diverse cultures, perspectives, skills, and experiences within our workforce.

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