The Executive Assistant of the Global Marketing + Communications (GM+C) Division provides executive assistance and project support to the Chief Marketing Officer (CMO).  This position will provide administrative support such as calendar and meeting schedules, travel arrangements, correspondence, event support, travel and expense reimbursements, among others.  This position will require a broad and comprehensive knowledge of CI’s policies, standard operating procedures and values.  Must have the ability to make independent judgments related to administrative matters and have the ability to communicate effectively with all levels of management both inside and outside of CI.  Position requires superior administrative skills, exceptional relationship building skills and an ability to handle confidential and sensitive information with the highest degree of professionalism.  This position serves as a liaison between senior CI staff, board members, donors, partners and the CMO.  The position will provide additional administrative or project support to the Director, Finance + Operations and other GM+C Division staff at the discretion of the CMO.

RESPONSIBILITIES:

Office Management:

• Assist the CMO regarding all administrative matters within the GM+C Division. 
• Develop, produce and edit correspondence for the CMO to include letters, memos, forms, policies and procedures (includes handling of confidential information).
• Assist the CMO in the management of schedules and manages communications with a wide variety of constituents, including potential and existing donors.  On behalf of CMO, responds to e-mails and telephone calls as appropriate.  Exercises utmost discretion regarding all communication, including CMO’s e-mail. On behalf of CMO, responds to emails and telephone calls as appropriate.
• Take minutes and keeps records of selected staff meetings
• Maintain current phone and email directory for the CMO
• Update and maintain CMO daily schedule and calendar
• Set up and coordinate meetings and conference calls, including on-site logistics
• Prepare expense reports and reimbursement forms for CMO and his/her office
• Make travel arrangements for CMO and staff/guests as required
• Maintain appropriate filing systems
• Remind CMO and others responsible parties of deadlines as needed.
• Inputting of GM+C info into the institutional calendar and making sure the CMO’s major commitments are reflected

Administrative Support:

• Provide administrative support to the Director, Finance + Operations and other GM+C Division staff at the discretion of the CMO
• Collect and review division timesheets
• Send and distribute mail
• Review and prepare expense reports, wire requests, vendor check requests
• Maintain the filing system for the division's financial, legal, and HR paperwork
• Assist with office space maintenance
• Assist with yearly calendar and holiday card distribution
• Meeting preparation
• Manage CI merchandise

Project Management/Other:

• Assist CMO with gathering information and preparation for senior level meetings, including draft talking points and provision of briefing materials
• Design and prepare graphs, charts, tables, and presentation materials.  May also include financial, statistical, narrative and/or other reports as requested. 
• Maintain databases and project plans related to projects. 
• Perform special projects for the CMO as needed
• Represent the CMO as he/she deems it appropriate and necessary
• Other duties as assigned
• Work with the GM+C leadership team in efforts to manage divisional needs in relation with the CMO’s calendar.

Working Conditions:  Office environment, some travel may be required as necessary.

QUALIFICATIONS:

Required Skills:

• Bachelor’s degree or equivalent years of related work experience
• 3-5 years of professional executive assistance to senior level personnel
• Superior organization and prioritization skills
• Resourcefulness and ability to work proactively
• Force of presence and influence skills: ability to accomplish complex assignments requiring cross-     organization cooperation
• Strong verbal and written communication skills, with the ability to effectively communicate with individuals from a variety of disciplines, cultures and backgrounds
• Flexibility and willingness to work in situations of flux; ability to work in a fast turn-around environment
• Strong work ethic and willingness to take ownership for wide-ranging responsibilities
• Superior professionalism and discretion
• Strong computer skills and knowledge of Microsoft Office software.

Preferred Skills:

• Desire to learn about all aspects of the organization
• Sense of humor, ability to have fun, interest in building a strong culture.

APPLICANTS SHOULD SEND:  Cover letter and resume.