Executive Assistant

Key Responsibilities
Leadership Support (80%)

• Administrative support for two executive leaders, including but not limited to managing calendars and scheduling a high volume of meetings in a dynamic environment, making travel arrangements, and submitting expense reports
• Managing and balancing workload for two executive leaders across a diversity of priorities and helping her make informed trade-off decisions
• Tracking tasks, deliverables and project deadlines and scheduling time to meet them
• Leading with solutions, identifying options, and providing relevant information when engaging with leadership to help make informed decisions quickly and with confidence
• Engaging with and coordinating among stakeholders (internal and external) who meet with PAN executives
• Supporting meeting and event preparation including agenda setting, internal communication and relevant coordination, tracking action items and follow-up and taking meeting notes when appropriate
• Providing administrative support for meetings, convenings or events and assisting with logistics, preparation, research, and material preparation/dissemination based on PAN style and standards
• Being a prudent/professional, yet affable/approachable gatekeeper — always operating with the utmost discretion
• Having an ear to the ground to surface successes and challenges faced by staff
• Approaching new tasks and responsibilities with care and enthusiasm

Team Priorities Support (20%)

• Helping with meeting administration such as note-taking, monitoring chats, sharing presentations or links to ancillary information
• Supporting the team to ensure timely and accurate record-keeping via PAN’s CRM system
• Administrative and research support for advocacy letters, campaigns, and helping gather contact information
• Contributing to the development, improvement, and implementation of organizational processes
• Be ready to pitch in to fill gaps within our small, committed team to serve PAN priorities.