The English-Speaking Union

About Us

Executive Assistant

The English-Speaking Union employs English as a catalyst to foster global understanding and good will by providing educational and cultural opportunities for students, educators, and members.

The ESU believes in building a better world through the English language and international exchange. We work to inspire common bonds, person-to-person—one conversation, one presentation and one exchange at a time. By promoting creative and confident civil discourse, we enable participants to rise to their potential as individuals, thrive as global citizens, and join worldwide in pursuing conditions for peace.

MANAGER: Executive Director

DESCRIPTION: The Executive Assistant (E.A.) is an integral part of the Executive office and Board of Directors.  The E.A. works directly with the Executive Director and manages all aspects of his/her administrative and office needs.  The E.A. also acts as board secretary maintaining and keeping current all logs, records, minutes, files of the national board and its members.  The E.A. provides administrative support to the Development Director, including donor acknowledgements and database support.

RESPONSIBILITIES:

  • Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting, analyzing and prioritizing information; initiating telecommunications.
  • Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and makes travel arrangements.
  • Welcomes executive guests by greeting them, in person or on the telephone; answering or directing inquiries.
  • Records minutes for board and executive committee meetings, makes all corrections to minutes and maintains minute books of both board and committee meetings.
  • Manages all board records and files including but not limited to: board member files, meeting minutes, disclosures, etc.  Reviews and updates documents as necessary and ensures all documents are safely stored and readily accessible for inspection by directors and/or members.
  • Schedules board and committee meetings ensuring an adequate number of meetings are held per year, in accordance with the organization's bylaws.
  • Notifies board members of meetings and prepares and sends meeting materials far enough in advance of the meeting for each director to review such materials, correct any errors, and prepare questions and comments.
  • Develop and distribute a board calendar before the start of each year.
  • Keeps copies of the organization's bylaws and the board's policy statements.
  • Keeps lists of officers, board members, committees.
  • Keeps record of board attendance.
  • Records all motions and decisions of meetings.
  • Conducts general board correspondence and keeps records of all board correspondence.
  • Ensures members are notified of Annual General Meetings per the bylaws.
  • Other tasks as assigned by the Executive Director
  • Provides administrative support to the Development Director – drafts donor acknowledgement letters and sends them with the approval and under the direction of the
  • Development Director. Performs simple database (R.E.) searches, proofreads written such as correspondence, grant proposals, etc. Assists with fundraising mailings and other office tasks related to the development.

QUALIFICATIONS:

  • Proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position.
  • Developed attentiveness to detail.
  • Excellent knowledge of MS Office, Constant Contact and Web Conferencing
  • Exemplary planning and time management skills.
  • Ability to multitask and prioritize daily workload.
  • High level verbal and written communications skills.
  • Discretion and confidentiality.
  • Excellent formal communication skills and ability to engage with people in a professional manner and demeanor.

Salary level based on experience

jobs@esuus.org

http://www.esuus.org