Executive Assistant to the President

Executive Assistant to the President

The National LGBTQ Task Force is the country's premier social justice organization fighting to improve the lives of LGBTQ people, and working to create positive, lasting change and opportunity for all. We build power, take acon and create change to achieve freedom and justice for lesbian, gay, bisexual, transgender, and queer people and their families. As a progressive racial, economic, and social justice organization, the Task Force is building a society that values and respects the diversity of human expression and identity. The Task Force has offices in Washington, D.C., New York, and Miami. More information at htp://www.thetaskforce.org

Position Location: Washington, DC

Position Reports to: President

Position Travel Estimate: Up to 25%

Position Summary: The Executive Assistant serves as the primary staff support to the President and a liaison to the Board of Directors. This position must respond quickly and with good judgment in a fast-paced environment and be able to handle highly confidential and sensitive information in a professional manner. As a confidential employee, this position is exempt from the union bargaining unit.

PRIMARY RESPONSIBILITIES

The Executive Assistant's primary responsibilities will include, but are not limited to, the following:

HIGH-LEVEL, ADMINISTRATIVE EXECUTIVE SUPPORT

• Responsible for overall administration and coordination for the Office of the President, including managing appointments, arranging all travel logistics, managing expense reports, and other tasks as needed;
• Provide support for meetings, including agenda development, facilitation support, scheduling, preparing any necessary technology, ensuring compilation and sharing of relevant background information, notetaking, and overseeing follow-up communications or next actions;
• Work closely with the President, the Leadership Team and Board Chairs to keep key stakeholders well informed of upcoming commitments and responsibilities;
• Take initiative by following up and following through, especially prioritizing conflicting issues to ensure that all team and organization-level objectives are met;
• As needed, adapt and pivot processes in order to balance the internal and external demands; and
• As directed, act as a delegate for the President.

OPERATIONAL SYSTEMS & PROCESSES

• Design and facilitate core operational systems and processes to help the Office of the President run smoothly;
• Work with Task Force staff and consultants to manage contract administration, expenses, honoraria, and invoices. In collaboration with the Chief Development Officer, monitor and proactively follow up on workflows for grants, contracts, and payments;
• Support team-wide budgeting processes such as annual planning, tracking spending, and regular reforecasting;
• Provide any necessary administrative support in collaboration with the Development Team for grantmaking, such as management of the team' grant pipeline, tracking deadlines, and due dates for reports and payments;
• Manage and organize Office of the President data, including contacts, meeting agendas, and files. Use discretion and good judgment when managing documents with confidential information;
• As needed, provide project management for special initiatives, and provide additional capacity on key cross-organizational initiatives; and

INTERNAL & EXTERNAL COMMUNICATIONS

• Help ensure clear communications across the Office of the President and between the team and the broader organization, including regular drafting of all staff updates in collaboration with the Vice President(s);
• Track, manage, and follow up on existing and incoming external contacts with professionalism, cultivating ongoing relationships as needed;
• Support the President and the Executive Team in fostering connections with staff by proposing and implementing initiatives that build a trust-based, inclusive culture; and
• As needed, draft and/or provide support for written assignments including talking points, speeches, reports, emails, etc. in the voice of the President.

TEAM MEMBER

• Provide additional capacity for event planning and logistics for cross-organizational events such as staff retreats, external convenings, and other all-staff events.
• Serve as a team player by building strong relationships and demonstrating effective collaborations;
• Work effectively with staff at all levels, balancing projects and priorities for multiple team members;
• Work with staff and team members who focus on operations specifically, to develop, support, and refine strong cross-organizational systems. Contribute to systems for strong internal communications to facilitate effective organizational management and a positive organizational culture;
• Contribute to a team culture that values collaboration, positivity, and transparency and that drives toward impact through continuous improvement and learning;
• Actively work to support the success of other members of the Task Force team and cultivate an organizational culture that is highly-collaborative; and
• Other duties as assigned.

BOARD LIASON

• Provide all logistical support for board meetings, board committee meetings and any necessary calls or ad hoc meetings;
• Serve as the primary staff liaison to the boards of directors including routing board member questions and requests to appropriate staff members for follow up and serve as a conduit for information between staff and board;
• Ensure all new board members receive orientation materials, get added to appropriate list serves and related materials; keep documents up to date as required;
• Understand board bylaws, policies, resolutions and procedures to ensure such protocols are known and followed. Manage board bylaws, collecting, filing and compiling all amendments and amendments;
• Collect and update conflict of interest statements for all board members;
• Ensure board website and Task Force site board listings are up-to-date and accurate;
• Manage all board files, information and data including multiple boards of directors contact lists, listservs, board member biographies and photos for variety of communication needs;
• Responsible for archiving of board materials both digitally and with Cornell archives;
• Keep the executive director abreast of important dates related to the board of directors and take appropriate action (notecard, gift, etc.);
• Responsible for drafting the annual budget for the Board of Directors with the collaboration of the President and Vice President(s);
• Manage proprietary internal intranet site, currently BoardSpot for board materials, board meetings, on-boarding and welcome, surveys, archive materials and board calendar; and
• Perform other duties related to the board as assigned.

Board Meetings and Committees

• Handle all logistical arrangements for all in-person board meetings per year including scheduling board meetings, securing meeting venues; communicate/negotiate with outside vendors (hotels, transportation, etc.); and managing staff travel/accommodations;
• Oversee identification, compilation and timely production of all materials for board meetings including coordinate roles of various staff, agenda development with co-chairs and senior staff; reports, reference documents, presentations and converting documents for board on the BoardSpot site;
• Take and distribute official minutes and notes for board meetings, co-chairs calls, board executive committee meetings, and committee meetings; works with staff and board of other committees to ensure appropriate recording of minutes, notes and to-do lists.
• Manage board committees, including identifying call times and setting up conference calls for all board committee meetings; sending reminders; send RSVP notices to committee chair and staff contact; takes notes and/or minutes for all standing committee calls; keep files of agendas and minutes for all standing committees.
• Maintain electronic/hard copy systems to support the board committee structure including scheduling calls, reminders, and other logistical support for committee meetings; and
• Work in coordination with other designated staff representatives to board committees.
  
  

Compensation details: 80000-90000 Yearly Salary