Executive Assistant

ICLEI – Local Governments for Sustainability U.S.A., a non-profit membership association of local governments working to achieve climate protection and other sustainable development goals, seeks a dynamic and talented Assistant to the Executive Director. z

Responsibilities include: 

* Schedule internal/external meetings– manage calendar and assist in prioritization
* Ensure meetings and appointments stay on time
* Provide maps and details for getting to all appointments
* Make travel arrangements
* Draft correspondence and other communications
* Sort mail and reading material
* Prioritize signing of documents and checks
* Be the Gatekeeper for the Executive Director
* Organize files (paper and email)
* Keep/Obtain receipts-complete reimbursement forms
* Make arrangements for coffee/water/snacks for important guests and meetings
* Keep binders updated for outside Board/Committee memberships
* Handle initial inquiries regarding speaking engagements 
* Types and distributes agenda and records minutes for senior staff meetings

Liaison to the Board of Directors 

* Schedule and manage preparations (including noticing, catering, materials, etc.) for all meetings of the Board, including regular, committee, ad hoc, as well as any off-site events & gatherings– track RSVPs. 
* Formulate agendas for approval and coordinate distribution of all meeting materials, assuring timely and proper preparation and delivery of agenda and presentation materials for Board meetings. 
* Take minutes at all Board and Board Committee meetings. Prepare minutes for approval, and maintain permanent record of official minutes and other proceedings of the Board.
* Maintain historical records of Board appointments, terms of office and motions. 
* Update and issue contact list for Board and Board Committees, as well as annual calendar of meetings.

Required Qualifications:

If you do not have at least 3 years Executive Assistant experience you will not be considered for this position. The position requires strong experience as the Executive Director travels often and the job is very fast paced.

* Excellent communication skills, both verbal and written;
* Strong computer skills and flexibility in working with several programs (Word, Excel, PowerPoint), including knowledge of the internet and Microsoft Outlook.
*Ability to work well in a team situation;
* Possess great attention to detail and follow-through;
* Superior organizational skills;
* Ability to prioritize tasks and information quickly and efficiently, as well as multi-task.
* Exhibits excellent dependability and ability to maintain confidentiality;
* Good environmental ethic and desire to see an ecologically sustainable society

Salary: The hiring salary range for this position is $40,000 - $50,000. Placement is based on the ICLEI U.S.A. salary scale, commensurate with experience. This is a full-time, regular position with an excellent benefits package and upward potential. The position will report directly to the Executive Director.

To Apply:

Please e-mail a resume that details and demonstrates your experience, qualifications, and why you feel you would be the right choice for this position.

This position is open until filled. All materials submitted become the property of ICLEI U.S.A. and will not be returned.

ICLEI – Local Governments for Sustainability U.S.A., Inc. is an Equal Opportunity Employer. Women, people of color, veterans, and members of other underrepresented groups are encouraged strongly to apply.