The de Beaumont Foundation is a private charitable foundation that advances policy, builds partnerships, and strengthens public health to create communities where people can achieve their best possible health. We strongly believe that the spirit in which we do our work is as important as the work itself. We pride ourselves on excellence, innovation, fostering collaboration between groups that might not otherwise interact, and a willingness to have fun with our work.
Position Overview – What You’ll Do
The Executive Assistant provides executive support to the de Beaumont Foundation CEO, Board Chair, and Board of Directors. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO and Board Chair. The Executive Assistant also serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates outreach to the Board of Directors; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven and results oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication; administrative and organizational skills; and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Responsibilities and Opportunities
Serves as a key member of the Office of the CEO with significant responsibility for external relations and interactions with partners.
Maintains CEO task list and prioritizes appropriately.
Completes a broad variety of administrative tasks for the CEO including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.
Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
Communicates directly, and on behalf of the CEO, with Board members, Foundation staff, and others.
Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO.
Solves problems and makes appropriate decisions escalating relevant issues as necessary.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Ensures that CEO assignments are completed in a timely manner and is comfortable “pushing” when necessary.
Writes and edits emails, drafts memos, and prepares communications on executive’s behalf.
Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
Successfully completes critical duties, including drafting correspondence, filing, taking meeting minutes, and other tasks that facilitate the CEO's ability to effectively lead the Foundation.
Prioritizes conflicting needs; handles matters expeditiously and proactively; and follows-through on projects to successful completion, often with deadline pressures.
Ensures that the CEO’s bio is kept updated and responds to requests for materials regarding the CEO and the organization in general.
Assists the CEO in coordinating the agenda of senior management team meetings and all staff meetings.
Board Chair Support
Completes a broad variety of administrative tasks for the Board Chair including: managing a calendar of appointments; coordinating technology support with the organization’s outsourced tech provider, completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas, taking meeting minutes, and other tasks to assist the Board Chair.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Board Chair, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Works closely and effectively with the Board Chair to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
Board Support and Liaison
Serves as the CEO's administrative liaison to the de Beaumont Foundation's board of directors, of which there are currently 11 members.
Assists board members with travel arrangements, lodging, and meal planning as needed.
Maintains discretion and confidentiality in relationships with all board members.
Prepares and distributes all board materials and communications.
Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings.
Qualifications – Who You Are
You are an experienced, pragmatic, results-oriented, hands-on executive assistant with a successful track record supporting c-suite executives in the nonprofit or corporate sectors. You are organized, detail-oriented, and a self-starter who is not afraid to “manage-up” and set priorities for executive leadership. You thrive in a fast-paced environment and are able to adjust quickly to evolving plans or projects.
To be successful in this job, you will excel in these areas:
Hands-on:You are thoughtful and enjoy contributing ideas, but are also eager to execute. You are ready and willing to participate in all-hands-on-deck projects, which arise frequently.
Creative: Flexibility and willingness to work with a fast paced, changing, and sometimes complex organization. Capacity to work both independently and as a team player who proactively engages with and supports others. Comfort with uncertainty anda sense of humor is important.
Detail-oriented: Strong organizational skills and exceptional attention to detail; ability to multitask and meet deadlines, and the demonstrated resourcefulness in setting priorities. Excellent writing, editing, and analytical skills; ability to collect, review, synthesize, disseminate and present information.
Motivated: You care deeply about doing what it takes to achieve results, and can manage your own projects (or pieces of larger ones). You drive work forward with a sense of urgency, anticipate problems, and course-correct when needed, with limited oversight.
Enterprising: A demonstrated track record of supporting executive leadership through efficient and effective systems, processes, and time management. You proactively look for ways to free up time and bandwidth for the CEO and others. You also understand the importance of information flow and communicate regularly with both internal and external groups.
While no one person will embody all of the qualities enumerated above, the ideal candidate will possess the following professional and personal abilities, attributes, and experiences.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and grantees.
Expert level written and verbal communication skills.
Comfortable using a variety of technologies and enjoys troubleshooting.
Forward looking thinker with proactive approaches to problem solving with strong decision-making capability.
Highly resourceful team player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Strong work tenure: At least five years of experience supporting c-level executives, preferably in a non-profit organization.
Proficient in Microsoft Office (Outlook, Word, Excel, Power Point, SharePoint, Teams), Adobe Acrobat, Zoom and other webinar/conference calling platforms, and Social Media web platforms.
Internal Number: 1310
About De Beaumont Foundation
Who We Are
The de Beaumont Foundation advances policy, builds partnerships, and strengthens public health to create communities where people can achieve their best possible health. Our work centers around three main priority areas:
• Policy: We advance policies that improve community health, so that current and future generations can benefit from changes enacted by today’s leaders.
• Partnerships: We build partnerships, often among unlikely allies, so that leaders can make decisions that achieve their shared goal of creating healthier communities.
• People: We create practical solutions that strengthen the public health system and workforce, so that professionals are equipped to make their communities healthier.
Reporting directly to the President and CEO, the Special Assistant will have an unparalleled opportunity to learn firsthand what it takes to lead and manage a fast paced, big-thinking, mission-driven organization. This unique role directly supports and influences the work of one of the nation’s leading health philanthropies.