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The Executive Assistant supports both the CEO and the President (“the principals”) across all aspects of their portfolios. In this role, you will be actively engaged across the entire organization and with key external partners and stakeholders, serving as a trusted liaison and managing a diverse range of administrative duties. The ideal candidate is a detail-oriented self-starter with prior experience supporting high-level executives in dynamic, high-energy, high-growth environments. The Executive Assistant will be deeply committed to PJMF’s purpose to create a thriving, equitable, and sustainable future for all through the advancement of AI and data solutions.
How You’ll Make an Impact:
Daily Workflow Management: Maintain an overview of different, fast-paced workstreams to accurately track multiple details and situate information about projects and stakeholders. Manage high-volume internal and external information flows from multiple sources, quickly organizing and accessing information as needed.
Communication Management: Edit and prepare written memoranda, talking points, letters, and other communications on behalf of the principals. Organize and support all aspects of meetings, including gathering documents, in-person and/or virtual meeting logistics, and taking minutes as requested. Assist with reviewing presentations and reports as requested.
Briefing Materials: Organize and consolidate high-quality briefing materials for meetings and public appearances, ensuring the principal is well-prepared and informed for all engagements.
Scheduling: Maintain calendars, including scheduling meetings, appointments, speaking engagements, and travel arrangements.
Travel Coordination: Coordinate high-volume travel arrangements (domestic and international) and logistics for meetings and conferences, including flights, hotels, transportation, and expense reporting. Ensure all travel plans are seamlessly executed and aligned to the principals’ schedules.
Event Planning: Occasionally assist with planning and organizing internal and external meetings involving the principals, coordinating with various stakeholders to ensure all details are managed, and expectations are met.
Confidential Information: Handle sensitive, complex, and confidential information with the utmost professionalism and discretion to ensure the security and integrity of all communications.
