- Reporting directly to the Chairwoman, 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 Office of the Chairwoman.
- The Executive Assistant also serves as a liaison to the board of directors and senior management teams; 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.
- Completes a broad variety of administrative tasks for the Chairwoman 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 Chairwoman’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Chairwoman's time and office.
Communicates directly, and on behalf of the Chairwoman, with Board members, staff, and others, on matters related to Chairwoman's programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Chairwoman, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the Chairwoman's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Works closely and effectively with the Chairwoman to keep 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 Chairwoman updated.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Chairwoman, some of which may have organizational impact.
- Successfully completes critical aspects of deliverable with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Chairwoman'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.
Board Support and Liaison
- Serves as the Chairwoman's administrative liaison to MP Logistics' board of directors and its affiliates
- Assists board members with travel arrangements, lodging, and meal planning as needed
- Maintains discretion and confidentiality in relationships with all board members
- 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/paper format.
Senior Management Liaison
- Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
- Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
- Facilitates cross-divisional coordination of travel and outreach plans
Communications, Partnerships, and Outreach
- Ensures that the Chairwoman's bio is kept updated and responds to requests for materials regarding the Chairwoman and the organization in general
- Edits and completes first drafts for written communications to external stake holders
Strategic Initiatives
- Works with the Strategic Initiatives team in coordinating the Chairwoman's outreach activities
- Follows up on contacts made by the Chairwoman and supports the cultivation of ongoing relationships
- Edits all, and creates acknowledgement letters from the President to customers and partners
