Executive Assistant, Research
Founded in 1968, the Guttmacher Institute is a global leader in advancing sexual and reproductive health and rights. Through a unique and interrelated program of high-quality research, evidence-based advocacy and strategic communications, the Institute works to generate new ideas, encourage enlightened public debate, and promote sound policy and program development; its overarching goal is to ensure the highest standard of sexual and reproductive health and rights for all people worldwide. The Institute is engaged in building a more inclusive, transparent and equitable organization.
Reporting to Supervising Executive Administrator, the Executive Assistant provides administrative support to senior management teams (directors and vice presidents) across the organization’s divisions. The Executive Assistant will be assigned to primarily support one or two divisions and assist with administrative workflow across divisions, as needed, under the direction of the Supervising Executive Administrator. The Executive Assistant will have primary responsibility for supporting the Vice President for Research by assisting with scheduling, calendar management, travel management, expense reimbursement, vendor payments, routine correspondence, phone and email support, meeting coordination, impact tracking and note taking. The Executive Assistant is expected to also provide similar support to the Research Management Team and the Research Division staff. The Executive Assistant is expected to serve as liaison between the division’s senior management team and a variety of audiences, including the organization’s executive office, vice presidents of other organizational divisions, staff across the Institute, grant-makers, reporters, vendors and peers in external organizations.
- Maintains senior management team’s schedule of internal and external in-person and electronic meetings, conferences, and teleconferences, including screening meeting requests;
- Works effectively and collaboratively as a member of the administrative assistant team, under the guidance and supervision of the Supervising Executive Administrator
- Anticipates conflicts in schedules, providing updates as necessary and ensuring assignments or appointments are not missed;
- Arranges detailed travel itineraries and reimbursements for the division;
- Submit and process expense reimbursements for internal and external persons/entities, including reconciliation of expenses on corporate credit cards.
- Arranges agendas and compiles documents for division meetings and select cross-divisional meetings;
- Prepares the senior management team’s expense reports;
- Triages the senior management team’s correspondence and calls, redirecting external callers to appropriate staff as needed, including independently responding to routine correspondence;
- Assists in preparing the agenda for weekly division management team meetings, other internal division staff meetings, periodic cross-divisional meetings, and to ensure follows-up on action items;
- Facilitates senior management team’s communication and engagement with staff;
- Support senior management team by retrieving information from internal and external sources, as needed, and preparing for presentations including developing talking points, slide presentations, or other documents;
- Undertakes special projects under the direction of the senior management team or the Supervising Executive Administrator;
- On request, accompanies senior management team members to meetings; accurately records meeting notes and minutes; manages follow-up actions;
- May provide guidance and/or support to other administrative staff in the division or Institute on projects and other day-to-day matters associated with the primary division;
- Proactively anticipates the needs of the senior management team and ensures they are fully informed with the information necessary for the successful performance of their roles, including the preparation, production and distribution of background and briefing materials for meetings, conferences, presentations and travel;
- Assists in preparing presentations for speaking engagements, board meetings and other meetings as needed;
- Oversee bibliographic functions for the primary division and principals;
- Shifts priorities in line with the senior management team needs, and in response to workflow management by the Supervising Executive Administrator.
- Performs other job-related responsibilities as assigned.
The ideal candidate will be an experienced executive administrative professional, have demonstrated experience supporting executive level positions, exercise sound judgement, be able to manage sensitive and/or confidential information, and is self-directed and able to work independently. Additional qualifications include:
- At least five (5) years’ experience at executive assistant level;
- Computer literacy in MS Word, Outlook, Excel, Power Point, and the Internet, including aptitude with internet research;
- Effective oral and written communications skills;
- Detail-oriented with great organizational skills and ability to meet deadlines;
- Able to prioritize and manage multiple tasks and work collaboratively and productively under pressure;
- Active approach to problem solving, strong project management and research skills;
- Interest or experience in women’s/reproductive health, social sciences, social justice movement and/or previous experience working at a non-profit organization, a plus.
Salary and Benefits:
Salary starting at 72,000 to $90,000, commensurate with experience. Excellent benefits that include medical, dental, vision and life insurance; vacation, personal and sick time; paid parental leave; tuition reimbursement; commuting subsidy; and 401(k) with employer match. The Guttmacher Institute strives to provide the training and support staff need to be successful in their positions and to grow professionally.
The Guttmacher Institute is an equal opportunity employer.
To apply, submit resume and cover letter here.
Please note that telephone inquiries will not be acknowledged. No agencies, please.
The Guttmacher Institute seeks to foster a diverse, inclusive and equitable work environment, where employees’ talents are valued and recognized as an asset to the achievement of our mission. We endeavor to make the application process accessible to all users. If you need assistance learning about or applying to our employment opportunities, please contact our human resources department at (212) 248-1111 or [email protected].
Guttmacher is an Equal Employment Opportunity employer