Executive Assistant

Since 1984, Island Press, a not-for-profit publisher, has used books as a launching pad to stimulate, shape, and communicate information essential to solving environmental problems.  Eight hundred titles and their 3,000 authors and contributors serve as the centerpiece of strategic communications and outreach campaigns.  We release 40 new titles annually.  Each one is a means to an end.

Today, Island Press is a virtual think tank, focused on consolidating and leveraging the intellectual assets it accumulated in its first two decades of operation: the wealth of evidence-based, peer-reviewed literature on environmental problems and solutions, access to leading experts on a broad range of environmental issues, and experience communicating environmental science, policy, and management practices to diverse audiences through a range of media.

Our work serves scientists, conservation managers, planners, architects, business leaders, policymakers, journalists, and the public.  Our books can be found in the hands of organizers and in the classrooms of leading universities, in newsrooms and on Capitol Hill, in law firms and nonprofits, and at the local bookstore.  Working with our authors, we cull vital ideas from our books and inject them into the public debate.

Position Overview:

The Executive Assistant provides ongoing support for the President through scheduling, writing correspondence and coordinating all activities relating to the president's office to ensure a smooth, efficient flow of information both internally and externally. S/He serves as the principal communications link between the president's office and senior management, including the Publishing, Accounting, and Communications and Development departments of Island Press and will also be responsible for organizing Board of Directors meetings, and managing and facilitating ongoing communication with and between Board members. Also, s/he will assist President in external communications with the environmental, nonprofit, and foundation communities.    

Responsibilities:

President's Office Administration (40 %):

• Handles all incoming calls to the President's office and takes messages when President is unavailable. Greets visitors to the president and provides hospitality service if needed. Keeps staff informed of President's whereabouts as appropriate. When President is out of the office, stays in contact to keep him informed of changes to upcoming meetings, appointments, and important calls.
• Maintains President's calendar and creates briefing documents for meetings, business trips, and other activities, adhering to deadlines. Regularly communicates with President and provides ongoing reminders of upcoming appointments and meeting times as well as any changes to appointment schedule. Coordinates and makes alternative schedule changes when conflicts arise. Coordinates all travel arrangements for President if needed, and is aware of the various travel plans in the works. Creates travel itinerary and collects relevant materials.
• Handles all incoming mail to the President's office. Distributes, circulates, or disposes, as necessary, any material and information coming from the President's office. Prepares and drafts all responses to routine correspondence as needed.
• Helps to develop and execute President's social media strategy.
• Drafts all outgoing correspondence and memos from the president. Reviews and edits all documents as necessary for proper form.
• Attends and takes minutes at all weekly senior staff meetings. Summarizes and edits weekly minutes and distributes to senior managers prior to next weekly meeting.
• Submits invoices for payments requested from the president's office on a weekly basis, or as necessary. Codes and tracks invoice relating to budgeting guidelines. Reconciles president's travel receipts (including coding of receipts) and forwards receipts and expense report to accounting for reconciliations.
• Assist President in preparation of annual budget for the president's office. Coordinates and works with the Communications and Development Department on related budgets and expenditures as necessary.
• Reviews the president's offices' monthly budget variance report and prepares report on deficiencies.
• Establishes and maintains a system for regularly handling the organization and disposal of files, materials, foundation reports, etc.

Support of Presidents Communications and Development efforts (20 %):

• Ongoing coordination with Communications and Development department for President's participation.
• Drafts correspondence from President to donors.
• Draft and review President's correspondence and proposals to donor prospects in conjunction with Communications and Development Department.

Board and Advisor Relations (40%):

• Plans and implements meetings, dinners, and other functions as necessary for the Board of Directors.
• Manages the preparation, editing, formatting, assembling, and distribution of Board dockets to Board members and senior staff.
• Schedules Board committee calls and meetings.
• Plans and executes ongoing communications and engagement with Board.
• Coordinates communication and engagement with the Thought Leader Advisory Council in conjunction with the Communications and Development department.
• Records and drafts minutes of all Board and committee meetings.
• Becomes resident expert on Board Governance

Qualifications: 

Education and/or Experience:

Bachelor's degree (B. A.) or equivalent experience required.

Computer Skills:                       

To perform this job successfully, an individual should be proficient in Microsoft Office suite, databases, and the internet. Ability to use both MAC and PC and familiarity with social media a plus.