Executive Assistant to the CEO and President

Job description

The Patrick J. McGovern Foundation (PJMF) is a philanthropic organization dedicated to advancing artificial intelligence and data science solutions to create a thriving, equitable, and sustainable future for all. PJMF works in partnership with public, private, and social institutions to drive progress on our most pressing challenges, including digital health, climate change, broad digital access, and data maturity in the social sector. The Executive Assistant supports both the CEO and the President (“the principals”) across all aspects of their portfolios. In this role, you will be actively engaged across the entire organization and with key external partners and stakeholders, serving as a trusted liaison and managing a diverse range of administrative duties. The ideal candidate is a detail-oriented self-starter with prior experience supporting high-level executives in dynamic, high-energy, high-growth environments. The Executive Assistant will be deeply committed to PJMF’s purpose to create a thriving, equitable, and sustainable future for all through the advancement of AI and data solutions. **How You’ll Make an Impact:** - Daily Workflow Management: Maintain an overview of different, fast-paced workstreams to accurately track multiple details and situate information about projects and stakeholders. Manage high-volume internal and external information flows from multiple sources, quickly organizing and accessing information as needed. - Communication Management: Edit and prepare written memoranda, talking points, letters, and other communications on behalf of the principals. Organize and support all aspects of meetings, including gathering documents, in-person and/or virtual meeting logistics, and taking minutes as requested. Assist with reviewing presentations and reports as requested. - Briefing Materials: Organize and consolidate high-quality briefing materials for meetings and public appearances, ensuring the principal is well-prepared and informed for all engagements. - Scheduling: Maintain calendars, including scheduling meetings, appointments, speaking engagements, and travel arrangements. - Travel Coordination: Coordinate high-volume travel arrangements (domestic and international) and logistics for meetings and conferences, including flights, hotels, transportation, and expense reporting. Ensure all travel plans are seamlessly executed and aligned to the principals’ schedules. - Event Planning: Occasionally assist with planning and organizing internal and external meetings involving the principals, coordinating with various stakeholders to ensure all details are managed, and expectations are met. - Confidential Information: Handle sensitive, complex, and confidential information with the utmost professionalism and discretion to ensure the security and integrity of all communications. ### What you will need to succeed: - A bachelor’s degree and 3+ years of professional experience supporting senior executives are required. Experience in fast-paced, high-growth settings and the ability to adapt quickly to changing priorities and demands are essential for success. - This role requires working hours aligned to either U.S. Central or Eastern time. - Prioritization skills: Demonstrated ability to manage a complex to-do list, multitask, and adapt to incorporate new information while meeting deadlines. - Technical Proficiency: While proficiency with specific tools is not required, a commitment to continuous performance improvement and the ability to learn and adapt quickly to new technologies and systems are essential. Familiarity with the following tech stack is preferred: G-Suite, Slack, Canva, and Asana. - Familiarity with AI tools strongly preferred - Decision-Making: Strong judgment skills with the capacity to take individual agency, make quick decisions, and understand what needs to be communicated for shared decision-making versus what can be handled autonomously. - Communication: High communication and high trust with the principal, maintaining an informal engagement that is "always on." With others, interaction should be respectful and dignified, always focused on mission and purpose. - Continuous Improvement: A commitment to continuous performance improvement, seeking ways to enhance efficiency and effectiveness in all tasks and processes. - Interpersonal Skills: Ability to build and maintain relationships with a diverse range of stakeholders, including staff, board members, and external partners. Utilize a high degree of tact and diplomacy in handling matters that are critical or confidential in nature. - Communication Skills: Excellent written and verbal communication skills, ensuring successful interaction with all levels of employees and external contacts. ability to convey information clearly and effectively in various formats. - Organizational Skills: Exceptional organizational skills with a keen attention to detail. Ability to multitask and manage multiple projects simultaneously in a fast-paced, often changing environment. - High tolerance for ambiguity and ability to adapt to changing priorities, strategic frameworks, and definitions of success. - 100% Remote - Desire to work remotely, but not alone - with mature, socially minded professionals - Applicants must be authorized to work for any employer in the U.S. (No visa sponsorship available)