Assistant to the President

~ Island Press is a nonprofit organization that communicates ideas essential to solving environmental problems. ~

Our books, products, and program activities help stimulate new ideas, educate professionals and the public, inspire environmental protection, and prepare the next generation of environmental leaders.

Position Overview

Island Press seeks an Assistant to the President to provide 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.

The position 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.

S/he will also be responsible for organizing Board of Directors meetings and managing and facilitating ongoing communication with and between Board members and will assist the President in external communications with the environmental, nonprofit, and foundation communities.

Essential Duties and Responsibilities 

President's Office Administration: 

• Handles all incoming calls to the President's office and takes complete messages when president is unavailable. Regularly communicates with the front desk regarding important incoming calls. Greets visitors and provides hospitality service as necessary. Keeps staff informed of President's whereabouts when away from the office as appropriate. Uses communication tools such as voicemail and e-mail to keep President 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. Uses computer scheduling software to help monitor and track daily and monthly schedule of appointments and events. 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 as 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. Develops a circulation system for circulating important material. Routes appropriate mail and correspondence to other staff members for their follow up as necessary. Prepares and drafts all responses to routine correspondence as needed. 
• Drafts all outgoing correspondence and memos from the President. Reviews and edits all documents as necessary for proper form, adhering to branding regulations.
• 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 payment requests (RFPs) from the President's office on a weekly basis, or as necessary. Codes and tracks invoices and credit card statements according to budgeting guidelines. Reconciles President's travel receipts (including coding of receipts) and forwards receipts and expense report to Accounting for reconciliations.
• Establishes and maintains a system for regularly handling the organization and disposal of files, materials, foundation reports, etc.
• Assists the President in initiatives and projects that he is directly involved with, but which are outside the purview of Island Press.

Board Relations: 

• Plans and implements meetings, dinners, and other functions as necessary for the Board of Directors. Coordinates arrangements with outside catering. Works with the President in selecting menu and seating arrangements.
• Manages the preparation, editing, formatting, assembling, and distribution of Board dockets to Board members and senior staff.
• Schedules Board committee calls and meetings, as necessary.
• Executes ongoing communications and engagement with Board.
• Records and drafts minutes of all Board and committee meetings.

Qualifications

Education & Experience: 

• Bachelor's degree (B. A.) or equivalent experience.
• A minimum of one to three years' experience in an office support role required. 

Computer Skills: 

• To perform this job successfully, the candidate should be proficient in Microsoft Office suite, databases, and the internet.
• Capability to use both MAC and PC is a plus. 

Compensation: Salary commensurate with experience. Benefits include medical, dental, disability, retirement, paid leave, fitness center. 

To Apply

• Please click below: "Apply Now Online!" to email your resume and a cover letter.
• Type "Development Assistant" into the subject line.
• No calls please.