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Department: Office of the CEO
Reports to: President & Chief Executive Officer

Responsibilities

This position is responsible for the overall operation of the Office of the CEO (OC); it includes providing administrative and project support to the CEO, and being the liaison between the OC and Catalyst’s Boards, members and partners, and Catalyst departments. Reporting to the President & Chief Executive Officer (CEO), the incumbent manages the CEO’s special projects and enhances coordination, communication, effectiveness, efficiency, and teamwork.

Functions

• Coordinate the OC by:
  • Managing OC correspondence, documents, files, CIMS entries, event outreach, and coordination.
  • Providing telephone coverage.
  • Receiving guests.
  • Engaging with others to enhance communication, eliminate redundancy, improve efficiency, and resolve administrative problems.
• Support the CEO by:
  • Coordinating scheduling and logistics for the CEO, including Executive Committee meetings.
  • Managing the CEO’s calendar and travel.
  • Coordinating communications with other organizations and public constituencies.
  • Representing the OC to internal and external audiences by providing information and handling routine inquiries directly or by delegating to departments and following up.
  • Acting as contact for CEO-related member leads.
  • Supporting the CEO’s involvement in initiatives such as DIAC, Alliance for Board Diversity, Advocacy Committee, and DirectWomen Board Institute, including creating meeting notes.
  • Creating and revising systems and procedures to expedite work flow.
  • Maintaining intranet pages for OC, Boards, DIAC, and other entities.
• Support the Board of Directors and Board of Advisors by:
  • Coordinating scheduling and meeting logistics, preparing meeting notices, and posting materials in advance of Board meetings.
  • Attending meetings, editing meeting notes, and posting to the intranet.
  • Maintaining Board rosters and files.
  • Facilitating communications between OC and Board companies.
  • Acting as the liaison between events team and Board members.
  • Occasionally working long hours under deadline.
• Undertake projects for the CEO by:
  • Organizing OC internal and external programs and events by arranging facilities and caterers, creating and issuing invitations, and coordinating speakers and guests.
  • Maintaining the media database.
  • Organizing board candidate profiles, researching backgrounds, and scheduling interviews for the Corporate Board Services program.
  • Organizing and maintaining agreements for Census Toolkit, logo/research abstract licenses, and partnership MOUs.
  • Hosting international delegations.

Knowledge/Skills

• Excellent analytic, problem-solving, and organizational abilities.
• Excellent interpersonal and communication skills, both oral and written.
• Strong administrative/supervisory and leadership skills.
• Demonstrated ability to manage people, projects, and budgets.
• Demonstrated ability to work independently and within a team, with demonstrated success in matrix organizational structures.
• Ability to operate effectively in ambiguous and unstructured situations.
• Ability to manage multiple priorities and tight deadlines while maintaining quality.
• Self-starter, inquisitive, resourceful, and flexible, with a strong sense of urgency.
• Service-oriented listener who can process information and respond in an appropriate manner.
• Represent CEO by the demonstrated ability to maintain the highest levels of professionalism, poise, tact, diplomacy, and confidentiality.
• Knowledge of international protocol desirable.
• Excellent PC skills and Internet savvy, including social media channels.

Requirements

This position requires a college degree. At least five years experience as an Executive Assistant to the CEO of a public company, or the equivalent, is required. Alternatively, candidates may present with at least three years experience as an office manager in a small to medium professional-services office, supporting several professionals, where daily client contact is the norm, or three years experience as a program manager for complex project.

Please email your resume and cover letter to jobs@catalyst.org.