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Senior Executive Assistant - Nonprofit 

About the Organization The Children's Tumor Foundation (CTF) is a not-for-profit organization dedicated to finding effective treatments for the millions of people worldwide living with neurofibromatosis (NF), a term for three distinct disorders: NF1, NF2, and schwannomatosis. NF causes tumors to grow on nerves throughout the body and can lead to blindness, bone abnormalities, cancer, deafness, disfigurement, learning disabilities, and excruciating and disabling pain, and affects one in every 3,000 people.


CTF serves the NF community through cutting-edge research, expanding knowledge, and advancing care for the NF community. CTF is the largest private donor of NF research, and conducts its own as well as fosters advancements through active partnerships with patients, scientists, research institutions and industry. It has a vibrant participant and donor community, and an ambitious research agenda, setting it apart from other disease research foundations. In addition to benefiting those who live with NF, the research CTF funds is shedding new light on several forms of cancer, brain tumors, bone abnormalities, and learning disabilities, ultimately benefiting the broader community.


The Children's Tumor Foundation is rated one of the top 50 Best Nonprofits to work for by the Nonprofit Times in 2018. Also, for the ninth year in a row, CTF has received a 4-star rating from Charity Navigator, placing it among the top 2% of charities nationwide. Join one of the foremost disease research foundations dedicated to improving the health and well-being of individuals and families affected by NF!  
Position Senior Executive Assistant  
Full-Time/Part-Time Full-Time  
Location New York (CTF Headquarters)  
Description

About the Position

The Children’s Tumor Foundation is seeking an experienced Executive Assistant to serve as the right hand of the President. This individual will also oversee office management and work on Board of Directors related matters with the President.

Responsibilities

  • Supervise daily office operations and procedures and support office logistics
    • Responsible for the management of the home office including facilities and day-to-day operations
    • Liaise with equipment and facility management vendors, including cleaning, catering and security services
    • Maintain office condition and arrange necessary repairs
    • Maintain office services by organizing office operations and procedures, controlling correspondence, and reviewing and approving supply requisitions
    • Manage the reception area to ensure effective telephone communications
    • Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities
    • Supervise the maintenance and negotiate the purchase of office supplies, furniture, office equipment, etc
    • Organize and coordinate staff functions and activities, oftentimes in collaboration with the Senior Director of Human Resources

  • Complete a broad variety of administrative tasks for the President including
    • Managing an extremely active calendar of appointments
    • Completing expense reimbursement requests
    • Editing and composing correspondence that is sometimes confidential
    • Arranging complex and detailed travel plans, itineraries, and agendas
    • Compiling documents for travel-related meetings
    • Coordinating senior management team, all-staff, and other key meetings
    • Acting as liaison between the Foundation and lobbying firm. Assist in scheduling and ancillary needs for advocacy/lobbying meetings and calls

  • Work on a wide variety of communication tasks
    • Prepare all materials for Board meetings, take minutes and provide follow-up where necessary
    • Communicate directly, and on behalf of the President with Board members, donors, staff, and others, on matters related to the President’s programmatic initiatives
    • Work closely with the President to keep her well informed of upcoming commitments and responsibilities, following up appropriately
    • Respond to requests for materials regarding the President and the organization, and ensures President's bio is kept updated
    • Manage monthly board updates
    • Take the lead in ad hoc writing assignments (grants, donor documents, etc.) and report writing

  • Support the President or board liaison with Board of Directors related logistics
    • Plan all aspects of quarterly Board meetings including scheduling, logistics, and compiling the Board book
    • Assist board members with travel arrangements, lodging, and meal planning as needed
    • Plan and attend Board committee calls and meetings
    • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic format
 
Position Requirements

The Ideal candidate will be:

  • A collaborative, spirited individual with demonstrated emotional intelligence and maturity and the ability to exercise a high degree of discretion
  • Organized, accurate and self-motivated and able to work under tight deadlines
  • An excellent communicator, both written and verbal, with strong attention to detail
  • A highly resourceful, proactive team-player, with the ability to also be extremely effective independently
  • Able to prioritize to assure tasks are done in a timely manner, oftentimes handling multiple projects simultaneously with deadline pressures
  • A forward looking thinker, who actively seeks opportunities and proposes solutions
  • Very strong interpersonal skills and the ability to build relationships and coordinate efforts with stakeholders, including staff, board members, external partners and donors
  • Confident in making decisions with limited direction
  • Able to comprehend a large amount of data and information and dissect it into intelligent information
  • A belief in and a passion for the mission, principles and Core Values of the Children’s Tumor Foundation

Experience

  • A Bachelor's degree is required
  • 4+ years experience supporting an Executive, preferably at a non-profit, is required
  • 2+ years experience working with a Board of Directors and/or board appointed committees
  • Excellent communication skills (verbal and written) are required
  • Must have a proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment is required
  • Experience and interest in internal and external communications, partnership and development
  • Experience in meeting planning and budgeting is preferred
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and Adobe Acrobat
 

This position is currently not accepting applications.

To search for an open position, please go to http://ChildrensTumorFoundation.appone.com



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