Job description

Executive Assistant to the CEO

Institution: Naval War College Foundation, Inc.

Location: Newport, Rhode Island

Posted: 2/23/2023

Application Due: Open Until Filled

Type: Full-Time

DEPARTMENT: Naval War College Foundation, Inc.

REPORTS TO: Chief Executive Officer (CEO)

SALARY INFORMATION: $65,000 - $80,000

BENEFITS ELIGIBLE: Yes

PURPOSE:

The Naval War College Foundation, Inc., (NWCF) is constituted exclusively for charitable educational purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, specifically to solicit, receive, administer, and donate funds and property for the encouragement, support, and furthering of the traditions of the U.S. Naval War College (USNWC), located in Newport, Rhode Island.

Support provided by the Foundation enhances the capabilities of the U.S. Naval War College to execute its mission of providing advanced professional education in the science of naval warfare and related subjects to officers of the U.S. Navy, other U.S. armed forces and government agencies, and selected senior foreign naval officers in residence, and for the improvement and beautification of the physical facilities of the College. The Foundation is an equal opportunity organization and abides by all government regulations concerning equal opportunity and non-discrimination.

POSITION SUMMARY:

Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant also serves as a liaison to the Board of Trustees; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

RESPONSIBILITIES:

Executive Support

• Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides

"gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.

• Communicates directly, and on behalf of the CEO, with Board members, donors and prospects, Foundation staff, and others, on matters related to CEO's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO’s office and internal departments: demonstrating leadership to maintain credibility, trust, and support with senior-management.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Is available and responsive to time-critical actions outside of normal work hours.

Board Support and Liaison

• Serves as the NWCF’s administrative liaison to Board of Trustees.
• Assists board members with travel arrangements, lodging, and other requirements, as needed.
• Maintains discretion and confidentiality in relationships with all board members.
• Adheres 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/paper format.
• Produces, edits, and distributes Board and Board Committee meeting minutes in a timely manner.
• Works with the Director of Marketing & Communications to maintain and update Board of Trustee headshots and biographies on the NWCF website.

Strategic Initiatives

• Works with the Development team in coordinating the CEO’s outreach activities.
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
• Creates and/or edits all acknowledgement letters from the CEO to donors.

QUALIFICATIONS:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with constituents, including staff, board members, external partners, and donors.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.

EDUCATION & EXPERIENCE REQUIREMENTS:

• Bachelor's degree required.
• Strong work tenure: three to six years of experience supporting C-Level Executives, preferably in a non-profit organization.
• Experience and interest in internal and external communications, partnership development, and fundraising.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and Adobe Acrobat.

PHYSICAL DEMANDS:

• Ability to stand for periods of time; ability to move freely about buildings and campus unassisted; ability to lift, carry, push, and pull up to 25 pounds with or without accommodation.

SECURITY SENSITIVE: Yes

Qualified applicants should forward a cover letter and resume via email to careers(at)nwcfoundation(dot)org. When responding via email please reference – EXECUTIVE ASSISTANT TO THE CEO – in the subject line. Please submit documents in Rich Text (.txt) Word document (.doc) or Adobe Portable Document Format (.pdf). Every effort will be made to acknowledge documents submitted by applicants via email.NO PHONE CALLS PLEASE.

Job Type: Full-time

Pay: $65,000.00 - $80,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Newport, RI 02841: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• Executive Assistant: 3 years (Required)
• Microsoft Office: 1 year (Required)

Work Location: In person

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