Executive Assistant, Office of the CEO

Category: Full-time
Reports to: Manager, Office of the CEO, Water.org & WaterEquity
Location: Kansas City, MO
Effective: Aug. 23, 2018

About Water.org

844 million people – about one in nine – lack access to safe water. 2.3 billion people don’t have access to a toilet. We are working every day to change this. We are Water.org. We’re here to bring water and sanitation to the world. We want to make it safe, accessible and cost-effective because we believe that water is the way to empowering a better life that we can all share in, worldwide. We are an international nonprofit organization based in Kansas City, Missouri that has positively transformed millions of lives around the world through access to safe water and sanitation. Founded by Gary White and Matt Damon, we have been pioneering market-driven financial solutions to the global water crisis for more than 25 years, giving women hope, children health and communities a future. 


Summary

The primary purpose of this role is to ensure executive effectiveness through logistical and administrative support to the CEO & Co-founder of Water.org & WaterEquity and team. This role provides a professional reflection to external contacts, builds relationships within Water.org and WaterEquity, and coordinates special events, and supports key deliverables. Success in this role requires thoughtful management of confidential information, excellent judgement, as well as strong initiative and problem-solving skills to anticipate needs and drive results. This role will work collaboratively with colleagues in Water.org and WaterEquity to share information, responsibility, and resources. This position is based in Kansas City. 


Key Responsibilities 

Ensure Executive Team Effectiveness – Administrative Support 

  • Schedule meetings and manage calendars; liaise with staff, board, and external parties on executive availability and activities.
  • Manage travel; research travel options, book domestic and international travel, manage travel changes, research international travel requirements, submit international visa applications, and ensure team members are well-equipped for travel. 
  • Draft and edit presentations, documents, graphs, visuals, and reports as required.
  • Draft communications in CEO’s voice that advance team objectives.
  • Critically review and fact-check materials provided to executives for clarity and quality.
  • Maintain organized team files, and ensure information is easily accessible. 
  • Troubleshoot technology needs, including issue identification and resolution. 
  • Submit timely, accurate, and policy-compliant expense reports and timesheets.
  • Proactively identify and pilot tools and processes to ensure efficient and effective management of logistical and administrative work.

Manage Coordination – Support key deliverables, meetings, and events

  • Proactively identify needs for deliverables, meetings, and events and develop processes to meet deadlines, coordinate team member participation, and drive successful results.
  • Assess opportunities and tradeoffs, resolve conflicts, and make recommendations. 
  • Develop understanding of Water.org & WaterEquity’s work.
  • Produce professional briefing materials and ensure team members are well-equipped for meetings and events; source facts, stats, information, and talking points as necessary to further meeting and event objectives. 
  • Create and maintain systems for tracking and coordinating work, and proactively communicate to team members regarding status of work.
  • Create event budgets, perform cost analysis, and liaise with vendors; prepare post-event analysis and reconcile all billing/invoices.
  • Research and secure appropriate venues, catering, and necessary equipment, including audio and visual technology that meets all participant needs; prepare and disseminate logistics information.
  • Manage meeting materials, take meeting minutes, disseminate key meeting information, and track follow through of action items from meetings.
  • Maintain critical Board of Directors information: member term limits, committees, roles, contact information, new member onboarding materials, and documentation archive.
  • Provide support for board meetings; coordinate meeting attendance and handle logistical issues for board members and staff during meetings and conference calls.
  • Contribute to committees to ensure meetings and events are resourced and run smoothly.
Management Responsibility 

  • Individual contributor with no subordinates.

This description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required. Some duties, responsibilities and activities may change or be assigned at any time with or without notice.

Skills and competencies

  • Customer Focus – Building strong customer relationships and delivering customer-centric solutions.
  • Nimble Learning – Actively learning through experimentation when talking new problems, using both successes and failures as learning fodder.
  • Drives Results – Consistently achieving results, even under tough circumstances.
  • Collaborates – Building partnerships and working collaboratively with others to meet shared objectives.
  • Self-development – Actively seeking new ways to grow and be challenged using other formal and informal development channels.
  • Optimize Work Processes – Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
  • Manages Ambiguity - Manages ambiguity by operating effectively, even when things are not certain or the way forward is not clear.
  • Instills Trust – Gaining the confidence and trust of others through honesty, integrity, and authenticity.
  • Financial Stewardship - Demonstrates fiscally responsible decision making as applicable to one’s role.

Qualifications

  • Bachelor’s degree required.
  • Minimum five years of experience in executive administrative support in a complex operating environment required.
  • Proficiency with Microsoft Word, PowerPoint, Excel, and Adobe software required.
  • Eagerness to explore, adopt and disseminate new technologies to enhance efficiency.
  • Demonstrated strength in a broad range of oral and written communications.
  • Demonstrated success in developing processes and process improvements that enhance team effectiveness.
  • Experience in global organization preferred.

Travel requirement

May require up to 5% domestic and international travel to support organizational meetings, events, and site visits. 

Salary and benefits 

This position offers full-time benefits, including medical/dental insurance, life and disability insurance, retirement program and periodic review for merit and incentive pay based on organizational and personal achievement. Salary will be based on education and experience, and will coincide with similar nonprofit organizations in international development. 


Water.org is an equal opportunity employer and is committed to providing an inclusive environment. We do not discriminate on the basis of race, color, religion, gender, gender expression, gender identity, age, national origin, ancestry, disability, marital status, sexual orientation, pregnancy status, military and veteran status, genetic information, and any other status protected by law.  We provide qualified applicants and employees reasonable accommodation, when necessary, to enable individuals to complete the application process and/or perform the essential functions of the job.