Executive Assistant
Job ID 1596
Hiring Manager(s): Adesuwa Ifedi ([email protected]) Internal/External: Internal Only
Description
Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.
About Heifer International
In 1944, Heifer International’s founder, Dan West, began outlining a simple but groundbreaking plan to tackle hunger around the world. West, a farmer from the Midwest and Church of the Brethren member, had recently returned from feeding weary refugees during volunteer service in the Spanish Civil War.
He had seen firsthand that giving people food was a short-term solution, whereas providing them with animals offered a steady supply of nutritious food for an entire family. His philosophy still inspires Heifer’s work today. Partnering with farmers across a range of different livestock and crops, we create unique solutions to local challenges.
Today, Heifer International has operations in 19 countries around the world, working alongside local farmers, business owners and their communities, as they mobilize and envision their futures. Together, we build inclusive, resilient economies, so communities can develop effective ways to end global hunger and poverty in a sustainable way.
To date, we have supported more than 42 million farming families across Africa, Asia and the Americas and in the past five years alone. We have worked alongside 2.7 million families to close the living income gap or set them on a path to doing so. Between now and 2030, we will support an additional 10 million people to reach a living income by scaling up our signature programs. To achieve this, Heifer International relies on its passionate, committed, and highly skilled staff.
ROLE FUNCTION
The Executive Assistant will provide direct support to the Transformation, Strategy and Communications Network Architect at Heifer International. They will coordinate daily operations, processes, procedures, and special projects of the Executive Office. The Executive Assistant will work to anticipate and resolve administrative issues before they occur and provide solutions to challenges that arise. This position plays a crucial role in ensuring the smooth operation of our executive office through internal and external communications. This is a global role with a focus on supporting the Transformation, Strategy, and Communications Network Architect. The Executive Assistant demonstrates flexibility as the role shifts daily based on business priorities.
THE SUCCESSFUL CANDIDATE
Organized, creative, well-versed in determined to make processes easy & efficient. Comfortable & competent in interacting with people on behalf of the Transformation, Strategy and Communications Network Architect. To succeed in this role, you will have breath of customer service, project management, and embody a strategic problem-solver. You are truly people-first and believe that people are an organization’s greatest asset. In addition, you empower operations, conversations, and excellent listening skills.
RESPONSIBILITIES & DELIVERABLES
Admin Support & Operations (40%)
- Maintain an accurate and current calendar for the Transformation, Strategy and Communications Network Architect, including on-line scheduling of internal and external, domestic and international, appointments and meetings. Support meetings as required.
- Develop and coordinate travel arrangements and scheduling for the Transformation, Strategy and Communications Network Architect, including air or train travel, hotel reservations, car rental, and required visas.
- Ensure the Architect is well supported in communications including development of Vice President communication content, messages and presentations; responses to written, oral and electronic inquiries; screened and prioritized correspondence, reports, presentations and other information for internal and external use
- Respond to routine and non-routine written, oral and electronic inquiries; prioritize correspondence, reports, presentations and other information for internal and external usage.
- Perform administrative duties which may include composing/drafting, proofing, and typing correspondence.
- Support scheduling requests for domestic and global meetings with internal and external stakeholders.
Communications Support (35%)
- Manage and coordinate across the organization with various communications, employee engagements, and internal/external appearances.
- CEO speaking engagements, luncheons, conferences and meetings with Heifer staff, board members, volunteers, donors and other individuals.
- Support Regional Office developments within region and across the broader organization through representation and interpretation of new initiatives and developments.
- Develop and/or coordinate development of internal and external CEO messaging or other Executive Office communications including internal and external articles, quotes, presentations, and speeches.
- Develop and manage internal content for various internal platforms like the Corral. Draft, revise, and collaborate on blogs for announcements, events, and updates.
- Serve as a liaison between internal stakeholders and external agencies.
Financial Process Management & Special Projects (15 %)
- Manage and monitor the department’s annual operating expense budget; ensure the timely payment of executive office invoices, credit card statements, and/or other accounts payable.
- Coordinate operations and processes for Transformation-related projects & deliverables; including follow-up on staff assignments; coordination of deadlines and priorities on daily or special projects, flow of correspondence, and other administrative services.
- Ability to use analytical tools to develop and support routine analysis of regional performance to convey information to leadership in a user-friendly way to support decision making.
- Within the established guidelines, develop, manage, and track financial data. Ensure the timely payment of invoices, credit card statements, and/or other accounts payable.
- May perform other job-related duties as assigned
Minimum Requirements:
- Bachelor's degree required plus 7 years’ experience in an operations role, preferably with 3-4 years supporting an Executive or V.P, or, 9-10 years of general experience without a degree
- Strong Communication (writing, oral, impersonation) skills in the English language
- Ability to create reports, presentations, and board reports in collaboration with stakeholders
- Must be comfortable operating and working with virtual teams within a matrix structure
- Must possess proficiency using Microsoft Word, Outlook, PowerPoint, Excel, Adobe as well as virtual communication tools such as Zoom and Microsoft Teams or similar applications
- Comfortable with change and working with evolving department and organization
- Self-motivated, agile, and detail-oriented professional with exceptional organizational, interpersonal and conflict resolution skills
- Alignment to Heifer’s mission and global reach
- Ability to work across global time zones as needed
- Fluency in other languages highly preferred
Most Critical Proficiencies:
- A global perspective; the ability to understand issues in an international context
- Ability to grasp complex information and comprehend it quickly
- Proven ability to build deep and lasting relationships with a variety of internal partners with whom no direct line of supervision exists; a committed team player
- Ability to be proactive in anticipating needs of their supervisor
- Strong collaboration skills across global teams
- Excellent interpersonal skills with the ability to work cooperatively, tactfully and diplomatically with a culturally diverse group of people, especially in a fast-paced environment.
- Ability to understand the comprehensive and strategic agenda of the Africa Region work while also seeing the implications for details of operations and translating that to action.
- Engaged on communications to assess and prioritize competing interests, such that those which are most important are given immediate direct attention of the individual necessary
- Detail-oriented with excellent project management/organizational skills
- Demonstrated experience and success holding prior positions that required commitment to sensitivity and confidentiality.
- Extensive experience using computers as a tool for word processing, communications, including virtual meetings, and organizing.
- Strong oral and written skills, with the ability to communicate information to all staff levels professionally.
Essential Job Functions and Physical Demands:
- Ability to handle multiple tasks and deadlines, establish priorities and make sound judgments often in a fast-paced environment, and the flexibility, energy, and attention to detail needed to manage a heavy workload and rapidly changing contexts.
- Proofread correspondence for correct punctuation and grammar and produce documents in a well-designed, attractive format.
- May require constant sitting and moving; working at a computer for extended periods.
- Occasional bending and lifting/carrying of up to 20 pounds (9 kilograms).
- Ability to work with sensitive information and maintain confidentiality.
Salary Information:
- The expected U.S. base salary range for this position is $85,098 - $96,799 annually. Placement within the range will be based on the experience and competency level of the candidate.
What We Offer:
- Heifer International offers a variety of benefits for U.S. based employees working 30 or more hours per week.
- Health and wellness benefits including Flexible Spending Account and/or Health Saving Account
- Employee assistance program
- 403(b) retirement plan (match 1% employee to 2% employer up to a maximum of 4% match +3% employer discretionary contribution regardless of employee contribution)
- 22 vacation days in addition to 12 statutory and discretionary holidays, and 10 sick days per year
- Employer-paid life insurance and accidental death & dismemberment (AD&D)
- Professional development and annual merit increase opportunities
- Optional critical illness insurance, legal assistance plan and pet protection
- And more!
Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with some form of disability.