Executive Assistant

About Concern Worldwide

Concern Worldwide is an international humanitarian organization committed to the relief, assistance and advancement of the poorest people in the least developed countries of the world. Founded in Ireland in 1968, Concern Worldwide has nearly 4,000 personnel working in 24 countries across the globe. Concern believes in a world where no one lives in fear; where all have access to a decent standard of living and the opportunities essential to a long, healthy and creative life. Our mission is to help people living in absolute poverty achieve major improvements in their lives, improvements that are sustainable without ongoing support from Concern.

Concern envisions a world where no one lives in poverty, fear, or oppression where everyone can exercise their rights to a decent standard of living with equal access to opportunities. We believe in creating a culture of inclusion where everyone feels empowered to bring their full, authentic selves to the workplace. Building a diverse and inclusive team is an absolute necessity to deliver the solutions needed to achieve our core mission, because without promoting justice and equality, we cannot eliminate extreme poverty.

Concern Worldwide US (CUS) is an independent affiliate of Concern Worldwide, with offices in New York, Chicago and Los Angeles. CUS advances the Concern Worldwide mission through mobilizing financial and human resources, as well as influencing and activating networks in the US to elevate programs globally.

The Role: 

Concern Worldwide US is seeking a dynamic professional to be the next Executive Assistant (EA) to the Chief Executive Officer (CEO) and the Chief Financial Officer (CFO). Dual reporting to the CEO and CFO, the EA will utilize their extraordinary judgment, discretion, problem solving skills, and initiative to coordinate and support all administrative activities for a busy Senior Management Team.

Responsibilities will include but are not limited to serving as the primary internal and external contact on all matters pertaining to the CEO and CFO; managing an extremely active calendar; arranging complex travel plans; composing and preparing confidential correspondence for board members, donors and other constituents; completing expense reports; scheduling and planning meetings; and handling a wide variety of other administrative activities. Working with the Chief of Staff, the EA will also help support the Board of Directors with a myriad of administrative tasks.

This  person must combine creative and critical thinking and be a fast, effective and practical problem solver, embrace working independently, and be willing to tackle projects both large and small. This person must have the judgment and experience to make many administrative decisions quickly and keep things moving in a fast-paced environment. The EA must exhibit independent and sound decision making on complex and non-routine matters, be able to prioritize competing urgent demands and manage unexpected and at times challenging situations. The successful candidate will exhibit exceptional sound judgement, be very well organized, and of impeccable integrity. 

Responsibilities: Including but not limited to:

Executive Support:

  • Manage the day-to-day activities for the CEO  including maintaining an up-to-date calendar in Outlook, keeping track of deadlines, important events, and the  CEO’s to-do list. Anticipate potential scheduling conflicts and work with      other team members as needed to assess priorities and determine solutions.      
  • Act in the capacity as the CEO’s gatekeeper and main point of contact to various internal and external constituencies, including screening and prioritizing correspondence and telephone calls; keeping the executive informed of all matters requiring their  attention. Determine priorities and time sensitive issues daily for the CEO.
  • Assist the CEO & CFO in preparing for meetings and appointments with donors, Board Members, staff and external      constituents, securing information and supporting materials through research and from other departments. Provide prep packets in advance of all external meetings.
  • Arranges  travel (air, ground and hotel) for the CEO & CFO which can include complex international and domestic travel.      Secures visas, books hotels, coordinates local transportation, and handles      other travel-related logistics. Ensures flights and hotels follow all Concern and relevant donor travel policies. Resolve all logistical travel issues, prior to and during travel. While CEO is traveling, EA will be available after hours and on weekends to help resolve any unforeseen travel related issues when needed.
  • Organize Senior Management Team meetings; coordinate and communicate logistics for staff; prepare agenda drafts for      the CEO & CFO to review and distribute agenda and supporting materials to attendees in a timely manner. Prepare and track a list of key takeaways and action items from each meeting. Book conference rooms and video conferencing services as required. 
  • Respond to regularly occurring requests for information from CEO & CFO.
  • Liaise with development team to track and assist with CEO & CFO donor correspondence, especially following key donor meetings and special events; update donor contact information and correspondence information in Salesforce database. 
  • Create and refine documents and correspondence. Duties may include drafting documents from pre-defined templates; managing documents for signature or approval; and creating and developing visual presentations for the CEO & CFO. Responsible for accuracy and clarity of final copy. 
  • Track and manage the timely submission of expense reimbursements for CEO & CFO including copying check requests & sending to Finance for reimbursement, documenting corporate credit card expenses, maintaining receipts and managing the accurate and timely reconciliation of monthly credit card statements.
  • Assists with the coordination of meetings, retreats and other events. Duties may include arranging catering, meeting space, and/or tech support; preparing meeting agendas and background information. 
  • Establishes, develops, maintains and updates filing system for the CEO. Retrieves information from files when needed. 
  •  Coordinate between Concern US, Concern Worldwide IRL and other home offices on all matters involving the CEO & CFO.
  •  Assist Senior Management Team and other departments with a variety of projects, including research and outreach for campaigns and special events; coordinating collaboration amongst Senior Management Team when needed.
  • Support global meetings and priorities, such as Strategic Planning, by liaising between various home offices, creating clear project timelines for participants, taking meeting minutes, and organizing, compiling, and distributing relevant documents.  Organize staff and donor gifts on behalf of Senior Management Team & Concern US.

Internal Office Responsibilities:

  • EA is the back-up to Concern’s Office Manager and it is the EA’s responsibility to work closely with the Office Manager to ensure the front desk is properly covered at all times. 
  • Back-up Office Manager daily for lunch and also on as needed basis; respond to incoming calls, route calls to appropriate area of the organization, greet visitors, and communicate general information to callers and visitors. 
  • Support all divisions with overflow work (e.g. event preparation; event support; meetings).
  • A minimum of 3 years’ experience as an executive assistant in an office environment.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Adapts to various competing demands and demonstrate the highest level of donor/client service and response.
  • Demonstrated ability to show impeccable judgment and discretion with matters of confidentiality.
  • Excellent written and verbal communication abilities.
  • Strong interpersonal skills and demonstrated history of developing and maintaining positive relations with internal and external partners
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Highly resourceful team-player with the ability to also be extremely effective independently.
  • Ability to respond to requests quickly and to work effectively in a fast-paced environment.
  • Exceptional time management skills, with proven ability to accomplish multiple changing priorities and tasks in an effective and timely manner.
  • High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.).
  • Experience with Salesforce, NetSuite and MailChimp preferred.
  • Must be independent, proactive, and able to anticipate needs based on commitments, calendar and workload.
  • Must be eligible to work in the US at time of hire.
  • This position is not a remote position, candidate must be able to be in NYC.
Salary Description
$50,000- $60,000