Download ExecAsst_Pres_CEO

JOB DESCRIPTION
TITLE:
Executive Assistant to the President and Chief Executive Officer
The Kavli Foundation
REPORTS TO:
The President and CEO
DATE:
February 24, 2017
The Executive Assistant to the President and Chief Executive Officer (EAP) provides executive
support in a one-on-one working relationship. The EAP serves as the primary point of contact for
internal and external constituencies on all matters pertaining to the Office of the President.
These include, but are not limited to, being the primary support person for the President in all
interactions with the Board of Directors; working with the President and Board Chair to organize
logistics, materials, and other matters associated with Board meetings; organizing and
coordinating executive outreach and external relations efforts with all Foundation partners;
managing all incoming matters to the President’s office; being the President’s liaison to the
senior management team; managing the planning, activities, logistics, schedules and
arrangements associated with travel; and overseeing special projects.
The EAP will also provide support for the Foundation’s CFO. Experience suggests this will not
occupy more than 5-10% of the EAP’s work time.
ROLES AND RESPONSIBILITIES:
EXECUTIVE SUPPORT:

Completes a broad variety of administrative tasks for the President including: managing
an active calendar of appointments; completing expense reports; composing and
preparing correspondence that is sometimes confidential; arranging complex and
detailed travel plans, itineraries, and agendas; compiling documents for travel-related
meetings; maintaining and updating contact lists; and developing appropriate
relationships with the counterpart executive assistants who interact with the President’s
office.

Communicates directly, and on behalf of the President, with Board members,
President and Chancellors, Provosts, Vice President’s and Vice Chancellors, Deans
and other leaders of higher education institutions, National Scientific Academies
and Societies, the Foundation’s own leadership and staff, and others.
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Researches, prioritizes, and follows up on incoming issues and concerns addressed
to the President, including those of a sensitive or confidential nature. Prepares
preparatory materials for calls, meetings, travel and so on. Determines appropriate
course of action, referral, or response.
BOARD SUPPORT:

Works with the President and with the Chair of the Board of Directors on calenders,
meeting agendas, logistics, and meeting materials.

Works with the Chair of the Foundation’s Investment Committee and the Foundation’s
CFO in support of the President’s role on that committee. The President is currently
Chair of the Foundation’s Investment Committee (IC) and the CFO serves as secretary
to the IC.

Assists board members with travel arrangements, lodging, and meal planning as needed.

Maintains discretion and confidentiality in relationships with all board members.

Maintain compliance with applicable rules and regulations set in the Foundation’s
by-laws regarding board and board committee matters, including board
compensation, travel reimbursement, and advance distribution of materials before
meetings in electronic/paper format.
CHARACTERISTICS AND SKILLS:
Essential
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Demonstrated significant senior Executive Assistant skills and experience working
directly with a Chancellor/President, Dean, CEO, or equivalent
Strong organizational skills that reflect ability to perform and prioritize multiple tasks
seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders,
including staff, board members, external partners and donors
Expert level written and verbal communication skills
Proven ability to handle confidential information with discretion, be adaptable to
various competing demands, and demonstrate the highest level of customer/client
service and response
Desirable

Interest or background in science
EDUCATION, EXPERIENCE & REQUIREMENTS:
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Bachelor’s degree
Five to ten years of experience supporting C-Level executives, preferably in a nonprofit organization, with a specific focus on private foundations and higher education
institutions
Advanced technology skills and thorough knowledge of Microsoft Office: Word,
Excel, Powerpoint, Outlook email & calendar, Social Media web platforms, and
database systems (e.g., Diligent, Expensify, grants management software, etc.)