Executive Assistant (Multiple Openings) Apply by: April 10, 2023
Executive Assistant (Multiple Openings) Apply by: April 10, 2023
Website Jobs for the Future
Jobs for the Future (JFF) drives transformation of the American workforce and education systems to achieve equitable economic advancement for all.
About the position:
Due to JFF’s rapid growth and opportunities for increased impact, we are currently hiring multiple Executive Assistants (EAs) to meet the needs of various teams across JFF. EAs are valued members of our organization as they play a critical role in managing the behind-the-scenes work that enables senior leaders to operate as vehicles for change. EAs may provide support for one senior leader or provide support for a few of the senior-most leaders across a team. They are skilled at connecting the dots between individual administrative tasks or scheduling requests and a team’s vision and priorities so that senior leaders can be leveraged to do the work that they do best.
We are looking for candidates who are highly organized, proactive, and adept at communicating effectively with a variety of stakeholders. Additionally, we seek to build a team environment that is creative, inclusive, generative, highly collaborative and focused on impact. Not only is this a great opportunity to work directly with some of JFF’s most senior-level leaders, but you will also have the chance to build community with other EAs across the organization, thus ensuring you have the support, resources, and more to make your work effective and engaging.
Based on the organization’s current needs, and candidates’ skills and interests, you could be hired for one of the following teams. If you are selected for a phone interview, you’ll have the opportunity to learn more about our different teams and which may be the best fit for you:
Center for Apprenticeship & Work-Based Learning (CAWBL): CAWBL provides expert guidance and resources on effective approaches to apprenticeship and other forms of work-based learning that benefit businesses, students, and workers. Learn more here.
Employer Mobilization Practice: This practice transforms policies and practices, builds capacities, and drives behavior change of private sector employers, employer coalitions, and associations. Learn more here.
Strategic Engagements Team: The Strategic Engagements Team leads the development and expansion of JFF’s Horizons platform and other prominent external programming, such as SXSW.edu, ASU-GSV, and SOCAP. The team works closely with the Executive Office and Marketing and Communications Team, while providing strategic oversight to JFF’s Policy & Advocacy Team.
Workforce & Regional Economies Practice: This team spearheads JFF’s work on inclusive regional economic development by driving transformative change across federal and state workforce development systems, labor unions, workforce development nonprofits/CBOs, and regional or community coalitions. Check out impact stories here.
What you’ll do:
Provide strong calendar management by prioritizing inquiries and requests and troubleshooting conflicts when planning and scheduling meetings for senior leaders.
Manage senior leaders’ correspondence by triaging, drafting responses to, or directly responding to email inquiries. Support the organization and productivity of senior leaders by organizing, prioritizing, and summarizing emails and requests.
Keep senior leaders informed of upcoming commitments and responsibilities and follow up appropriately.
Understand senior leaders’ capacity, priorities, and preferences in order to make judgements and recommendations that ensure smooth day-to-day engagements and dedicated focus/work time.
Manage detailed travel plans, including drafting itineraries, coordinating flight, hotel, and dinner reservations, submitting event RSVPs, tracking travel reimbursements, etc. related to senior leaders’ in-person meetings and events.
Stay up to date with senior leaders’ meeting occurrences and deadlines with key internal and external stakeholders to support senior leaders in budgeting their time, preparing to fully engage in meetings, and to follow through with the next steps they are responsible for.
Create, edit, and proofread materials in partnership with senior leaders, including email communication, meeting agendas, and other internal- or external-facing materials.
Support senior leaders’ fundraising, business development, and partnership development efforts by preparing leaders effectively for engagements and managing relevant data on these activities.
Act as the Hiring Coordinator for roles in which a senior leader is the hiring manager, providing critical support to hiring teams by liaising and scheduling interviews with candidates advancing through the hiring process.
Coordinate scheduling for executive-level meetings that involve your senior leader(s) and assist with preparing information and materials for meetings, acting as the point of contact with internal and external attendees, and/or taking notes during the meetings.
Collaborate with peer Executive Assistants and Coordinators across the organization to ensure efficient, comprehensive support to senior leaders and completion of shared role responsibilities.
Manage, coach, or mentor other Executive Assistants or Coordinators, as needed.
Who you are:
You bring 5+ years of overall professional experience, with prior success supporting senior level executives in an administrative support role.
You know how to build relationships, particularly with the senior leaders you support, in order to understand, anticipate, and respond to their needs.
You have strong organizational skills and the ability to prioritize your workload, multi-task, and deliver against deadlines.
You bring excellent attention to detail to everything you do and know how to handle highly confidential and time sensitive information with necessary care and prioritization.
You have strong written and verbal communication skills, including a customer service approach when synthesizing and communicating complex issues clearly and concisely to a variety of audiences.
You are an effective problem-solver, with the ability to proactively identify key opportunities, issues and risks, and exercise independent professional judgment.
You possess high energy and passion for JFF’s mission and the ability to apply JFF’s core values to all areas of your work
You model inclusive leadership, working effectively with colleagues from a diverse range of backgrounds, and building and stewarding an organizational culture that embraces diversity, equity, and inclusion
You build positive, effective, collaborative cultures and teams wherever you work
You are a curious and adaptive learner, with a willingness to take in new information, perspectives and data to inform your work
You demonstrate a growth mindset and a desire to continuously improve in your work
You are able and willing to travel up to x%.
Diversity, Equity and Inclusion at JFF:
JFF is committed to sustaining a diverse community with a work environment that is welcoming, respectful, and encouraging to all. JFF fosters a culture of inclusion that celebrates and cultivates diversity along multiple dimensions, including race, ethnicity, sex, gender identity, gender expression, sexual orientation, age, national origin, socioeconomic status, religion, ability, culture, and experience. As part of our commitment to diversity, equity and inclusion, JFF strongly encourages people impacted by the criminal legal system to apply.
We are accepting applications through April 10th, 2023. Applications submitted by that date will be reviewed and candidates will receive updates on their candidacy by the week of April 10th.
Candidates can expect the following hiring process and timeline (please note that this timeline is subject to change):
April 10 – April 21: First round: phone screen with the Talent Acquistion team
April 24 – April 28: Performance task
May 1 – May 12: Two-part final round: hiring team interview & Panel Interview
Week of May 15: JFF will share hiring decisions with candidates
Things to note about this hiring process:
If you are invited to a phone interview, our People & Culture Team will share additional context about our teams’ current needs.
If you advance to the final interview round, you will be notified which team(s) you are being considered for and will have a chance to meet with staff members from that team.
While JFF cannot guarantee that you will be placed in your team of choice, your preferences will help us best match candidates to roles that align with their interests/skills and our areas of need.
Positions at JFF are not eligible for employer-visa sponsorship or open to F-1 student visa holders.
All JFF employees are required to be fully up to date on their vaccinations against COVID-19, unless a medical or religious exemption has been requested and a reasonable accommodation approved.
JFF offers a competitive salary and benefits package, commensurate with experience and skills.
To apply for this job please visit grnh.se.