United Nations Foundation (UNF) / Better World Fund (BWF)
Executive Assistant to the Vice President (New York)
The Executive Assistant provides support to the Vice President, UN Relations and the Senior Directors of the NY Office. Through the support of these individuals and the programs they are managing, including Every Woman Every Child, the post-2015 Development Framework, and Business Council for the UN, the Executive Assistant plays a critical role in ensuring that the UN Foundation’s support for the UN is executed in an organized and effective way. The Executive Assistant will also provide important back-up to the Administrative Officer and the overall management of the administrative aspects of the NY Office.
The Executive Assistant provides support to the Vice President (VP) and two Senior Directors (SD).
The Executive Assistant reports to the Vice President and works closely with the Senior Directors and the Administrative Officer.
Major Duties and Responsibilities
The Executive Assistant to the VP is responsible for providing administrative support to the VP and Senior Directors, to include:
Managing the schedule of the Vice President and providing support to the Senior Directors in scheduling meetings;
Managing all correspondence for the VP, including thank you notes, emails and updates to her email list.
Work with the VP and SDs on proposals and reporting for existing grants.
Support the Administrative Officer in maintaining the budget of the NY office and in handling invoices and payment request forms.
Ensuring that the VP is well prepared for meetings by coordinating with staff so that required advance materials are received such as briefing notes and travel folders;
Maintaining contact lists of UN and other NY colleagues of the UN Foundation for correspondence and invitations to meetings and events;
Managing all aspects of travel arrangements in a timely and detailed manner (i.e., preparing appropriate forms for travel approval; making all hotel, auto, and airfare arrangements; scheduling meetings) and providing detailed itinerary for VP and SDs;
Oversee incoming and outgoing correspondence for VP and senior UN relations staff – including distributing as appropriate and tracking items for follow-up by appropriate staff;
Draft Foundation Integrated Notes for review of VP;
Assists VP and SDs with internal Briefing Memos as needed;
Draft routine correspondence for review by VP and SDs;
Speech writing and talking points preparation as requested;
Preparing travel and expense reimbursements for the VP and SDs;
Respond to inquiries and direct outsiders to the appropriate staff person;
Occasional personal errands and phone calls for the VP;
Monitor overall work load and communicate with supervisor to establish priorities when multiple tasks will result in inability to ensure timely and effective performance of tasks to standard; and
Perform other duties as assigned.
Desired Knowledge, Skills, and Abilities
College degree required.
Two plus years working experience, internship, or volunteer work.
Knowledge of the United Nations or international issues desired.
two years of experience in progressively responsible position acting as primary administrative support to executive level.
High degree of professionalism required.
Ability to work well under pressure to ensure that deadlines are met and work assignments completed in a calm, confident and capable manner.
Demonstrated ability to be organized and prioritize multiple, competing priorities.
Proficiency in Microsoft Office Suite to include Word, Excel, Outlook and PowerPoint.
Previous meeting planning experience a plus.
Excellent writing and editing skills required.
Ability to work independently as well as member of a team.
Ability to take initiative.
Dependable and consistent.
New York City
Please apply on-line at https://home2.eease.adp.com/recruit/?id=2683382
Important note – Our online system allows ONLY ONE document to be uploaded. Please save your resume and cover letter as ONE document BEFORE APPLYING.
All applicants must submit a cover letter – please save upload your resume and cover letter as one document – either .pdf or .doc.
Please contact Nick Bacon by email at gro.noitadnuofnu@nocabn with any questions.
UNF/BWF is an AA/EEO employer.
People of diverse backgrounds are encouraged to apply.