Executive Assistant, Office of the President

Category: Full-time
Reports to: Director, Office of the President
Location: Kansas City, MO
Effective: Dec. 7, 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 bright future 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 pioneer market-driven financial solutions to the global water crisis. For more than 25 years, we’ve been providing women hope, children health and families a future.


Summary

The primary purpose of this role is to ensure executive effectiveness through administrative and logistical support to the Office of the President of Water.org. Based in Kansas City, this role provides a professional reflection to external contacts, builds relationships within Water.org and with WaterEquity, coordinates across teams, and supports key deliverables.

Success in this role requires strong initiative and problem-solving skills. A successful Executive Assistant is someone who “thinks ahead” and consistently seeks ways in which the time and effectiveness of the Office of the President can be optimized. This includes but is not limited to consolidating and/or summarizing disparate information, identifying gaps or new and improved ways of working, and identifying and solving problems. This role requires taking initiative and independent action with strong decision-making and judgment informed by the context of our work and goals. 

Key responsibilities 

Ensure Executive Team Effectiveness – Administrative Support 

Schedule meetings and manage calendars; liaise with staff 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.

Coordinate participation in events, conferences, and forums. Prepare briefing materials and ensure team members are well-equipped for meetings and events. 

Develop communications that support organizational objectives, inform, inspire, and engage and convey excellence. 

  • Draft and edit general correspondence, presentations, documents, and reports as required.
  • Draft communications on behalf of President and the Office that effectively advance the work and objectives of Water.org.
  • Critically review and fact-check materials for clarity and quality.

Organize and streamline information:

  • Manage email inbox for President, partnering with the Director and Project Specialist to appropriately log action items and route tasks, raise flags, and communicate with key stakeholders as needed.
  • Build and maintain contact list and ensure ongoing contact management; support relationship development through outreach on behalf of the Office of the President as needed.
  • Maintain organized team files and support knowledge management; ensure information is easily accessible. 

Troubleshoot technology needs, including issue identification and resolution and the integration of new technology tools that enhance effectiveness.

Submit timely, accurate, and policy-compliant expense reports and timesheets.

Develop and maintain standard operating procedures for Executive Assistant position.

Manage Coordination – Support key deliverables, meetings, and events

Establish tools and processes that facilitate coordination:

  • Partner with Director and Project Specialist to proactively identify needs, capture and disseminate priorities for upcoming organizational calendar items. Support Project Specialist in ensuring ongoing calendar maintenance and relevance.
  • Develop processes to meet deadlines and complete deliverables among leadership team, suggesting tradeoffs and resolving conflicts where needed. 
  • Support Director and Project Specialist in collecting and consolidating key cross-functional inputs in support of organizational initiatives.

Schedule, design, and support meetings and gatherings that support objectives and enhance team productivity and effectiveness:

  • Plan for and support staff meetings and retreats, leadership team meetings, Water.org-led forums, site visits, and special events. Partner with the Executive Assistant, OCEO to support Water.org Board of Director meetings, as needed.
  • Schedule meetings that support the global organization and its core objectives: coordinate timing across time zones and arrange audio and visual technology that meets all participant needs and contributes to productivity; liaise with meeting participants.
  • Take accurate and relevant meeting minutes, disseminate key meeting information, and track follow through of action items from meetings.

Design and execute events with excellence and in support of organization and team: 

  • Proactively identify meeting and event needs and resources to meet the objectives of the gathering and needs of the participants.  
  • Research and secure appropriate venues, catering, and necessary equipment; prepare and disseminate requisite information.
  • Create event budgets, perform cost analysis, and liaise with vendors; prepare post-event analysis and reconcile all billing/invoices. 
  • Develop, request, consolidate, format, archive, and proactively share meeting materials and follow-up information.

Contribute to organizational committees to represent the Office of the President and to ensure cross-functional 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

  • Instills Trust – Gaining the confidence and trust of others through honesty, integrity, and authenticity.
  • Customer Focus – Building strong customer relationships and delivering customer-centric solutions. 
  • Nimble Learning – Actively learning through experimentation when tacking new problems, using both successes and failures as learning fodder. 
  • Drives Results – Consistently achieving results, even under tough circumstances.
  • Optimize Work Processes – Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement. 
  • Collaborates – Building partnerships and working collaboratively with others to meet shared objectives.
  • Manages Ambiguity - Manages ambiguity by operating effectively, even when things are not certain or the way forward is not clear.
  • Self-development – Actively seeking new ways to grow and be challenged using other formal and informal development channels.
  • 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.
  • Demonstrated strength in a broad range of oral and written communications and supporting tools.
  • Bias towards action: “Thinking ahead” to anticipate and address needs of executive and of team; Acting and communicating proactively on behalf of the Office of the President to enhance effectiveness of collaborative efforts and deliver results.
  • Demonstrated success working across levels internally and externally; professionalism, strategic mindset and strong judgment required.
  • Ability to coalesce disparate information and inputs into recommendations and solutions; demonstrated success in translating knowledge and context into action and outcomes. 
  • Demonstrated ability to anticipate and address organizational and executive team needs, developing solutions that demonstrate solid judgment and understanding. Connecting disparate inputs when developing solutions and collaborating.
  • Ability to operate independently, informed by judgment honed through understanding of Water.org work, objectives and strategies. 
  • Demonstrated success in developing processes and process improvements that enhance team effectiveness. 
  • Proficiency with Microsoft Outlook, Word, PowerPoint, Excel, and Adobe software required. Proficiency in Office 365 products (e.g. SharePoint, OneDrive, Teams, Skype for Business, etc.) desired.
  • 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.