Executive Assistant (Part-time)
Position Description
The Institute for Student Health (ISH) is seeking an individual to assist the CEO in the overall coordination and organization of ISH activities.
Under the direction of the CEO, the Executive Assistant performs a wide variety of complex duties requiring a high degree of accuracy and independent judgment.
Organizes and controls the flow of work in order to accomplish the objectives of the Executive Office in an expeditious manner.
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Coordinates all meetings and activities of the Board and its committees including, but not limited to, notice of meetings, agendas, consolidation and/or preparation of materials for consideration, physical and logistical arrangements, minutes and transcripts.
The candidate selected for this position may be selected as Secretary of the Board of Directors. This position is based in Washington, D.C. and may require some domestic and international travel.
Primary Duties and Responsibilities
The Executive Assistant will perform a wide range of duties and responsibilities, among them:
•Maintain a thorough knowledge of the ISH activities, stakeholders and goals.
•Build strong relationships with the Board of Directors and ISH partners representing business, civil society and government.
•Provide executive assistance to the CEO, maintaining strict confidentiality at all times.
•Manage preparations for all meetings and events of the CEO and Board of Directors, including dietary and environmental requests. Disseminate all committees and board meeting materials and communications, assuring timely delivery.
•Plan and prepare Executive Committee and Board of Directors meetings. Arrange for accommodations, meeting location and monitoring event budget. Organize and facilitate activities and catering, to ensure a smooth process.
•Organize, coordinate, and maintain CEO calendar.
•Attend and take minutes at Board of Directors meetings. Prepare minutes for approval and maintain permanent record of official minutes and other proceedings of the Board, serving as recorder and repository of Board files and official records of the Board.
•Coordinate travel arrangements and travel documents for the CEO and Board of Directors and others as needed. Prepare travel authorizations and provide follow up reconciliation and reimbursement of travel expenses.
•Manage the use of the corporate credit card, providing detailed reconciliation for CEO approval.
•Maintain Board Resolutions and the Corporate Seal. Maintain Board Member attendance log for Regular and Special Board Meetings.
•Respond to all requests from Board at the direction of the CEO to facilitate their duties and interest as Directors.
•Manage special projects from inception to completion, as assigned by the CEO.
•Review, handle and catalog appropriately all mail, pursuing administrative action as needed.
•Assist the CEO with handling phone calls, appointments, travel arrangements, filing and submission of expense reports.
•Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
•Provide historical reference by developing and utilizing filing and retrieval systems.
•Maintain all records, reports, files and notes for the CEO.
•Perform other duties as assigned by the CEO.
Qualifications
• At least one year of experience in an office environment with a non-profit organization.
• Experience with scheduling including travel arrangements and meeting coordination.
• Experience in customer service and written/verbal communication with a wide range of people including executives, staff, and volunteers/general public.
• Experience using MS office, Word, Excel, and Power Point, including database management skills.
• Experience using advanced computer functions, including navigating the Internet.
• Experience manipulating, analyzing and/or interpreting data.
• Excellent analytical and organizational skills; proven judgment and discretion.
• Excellent communications skills, verbal and written.
• Experience working directly with a non-profit board is highly desirable.
• Experience working with a start-up, profit or not, is highly desirable.
Schedule
2-3 days a week, 2-4 hours a day, for a 10-week period, with the option to renew.
Compensation
$12-15 an hour, or approximately $1,000 stipend for 10 weeks.
How to Apply
Please send cover letter, resume, and salary history to ishcommunication@gmail.org. Include "Executive Assistant" on the Subject line.
If you are selected for an interview, you will be required to provide a writing sample.
Minority candidates are highly encouraged to apply.
About the ISH
The Institute for Student Health works to provide and connect students with educative tools and resources that facilitate and encourage healthy eating and an active lifestyle.
Founded by teachers who witnessed how improper nutrition and lack of activity can negatively affect students' well-being and academic performance, the ISH works primarily with K-12 students and teaches cooking, gardening, and fitness activities in the classroom, after school, and during the summer months.
The ISH originated in San Diego, CA and is now based and operates in Washington, D.C. For more information on the ISH, please visit www.theish.org.
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