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Executive Associate to the President

We seek an energetic go-getter to support the President of Ceres. This is a crucial position, providing administrative support, as well as acting as the administrative liaison to the Ceres board of directors.

Description & Responsibilities

We seek an energetic go-getter to support the President of Ceres. This is a crucial position, providing administrative support, as well as acting as the administrative liaison to the Ceres board of directors. The Executive Associate role is a full-time position and reports to the President. Responsibilities include, but are not limited to:

Managing the Ceres President’s Office

  • Evaluate event and speaking requests and recommend appropriate engagements to provide highest value to the organization
  • Proactively manage the President’s calendar; schedule and prioritize meetings with internal and external partners
  • Respond to e-mail and other correspondence on behalf of the president
  • Drive event briefings for the President, including drafting speaking points and presentations, and ensuring appropriate staff support
  • Develop and drive a communications plan to ensure up-to-date contact with opinion leaders in the field
  • Act as primary point of contact for the President; prioritize phone calls, correspondence, and day-to-day work streams, and ensure appropriate follow-through
  • Provide event support for the President as needed, including conducting research, drafting speaking points and attending meetings
  • Provide support for the President’s on-site meetings, including taking minutes during meetings and ensuring follow-through on action items
  • Manage the President’s social media presence through Twitter and additional outlets
  • Manage travel plans and arrangements
  • Manage special projects, as required

 

Management & Coordination of the Systems of Ceres

  • Act as liaison between staff and the President
  • Provide guidance to staff regarding involving President in internal meetings; prioritize and facilitate internal access to the President
  • Provide guidance and support to junior-level staff, particularly in regards to coordinating strategic event opportunities and prep materials for those events
  • Proactively track all organizational priorities and ensure the as-needed inclusion of the President at critical decision-making points
  • Advise CEO and COO on organizational dynamics to ensure strong management and coordination of organizational systems

 

Board of Directors / President’s Council

  • Continually identify and drive key opportunities for integration and engagement of the Board into Ceres’ programmatic mission
  • Oversee the Ceres bylaws and ensure good governance of the board according to the bylaws
  • Manage the relationship between the President and the board of directors
  • Drive the creation and implementation of a standardized method of board communications
  • Support the President in strategically building the board of directors, and work to identify points of intersection between the Board of Directors and the President’s Council
  • Act as liaison to Ceres Board; plan and execute logistics for meetings; prepare meeting materials, such as drafting meeting agenda, resolutions, minutes and any additional materials requested by the President

 

Development

  • Manage donor and prospect target list, as it relates to building trips and meetings with external constituents
  • Drive the scheduling of meetings with donors and donor prospects in an effort to build unrestricted donor revenue, provide prep for the President; and drive appropriate follow up
  • Develop quarterly development outreach plans for the President

 

General Office Administrative Support

  • Perform clerical tasks such as filing, photocopying, and sending faxes and correspondence; compile and submit President’s monthly expenses
  • Act as primary back-up for answering the general Ceres phone line, greeting visitors, and routing deliveries
  • Perform general office administrative support
  • Provide conference and event support

 

Qualifications

  • Bachelor degree, required.
  • Outstanding organizational and administrative skills.
  • Ability to handle and prioritize multiple tasks, and meet deadlines in a fast-paced environment.
  • Proactive approach to creating and continually improving systems
  • Sound judgment, high level of integrity and professionalism, with an ability to handle confidential information and to maintain a high level of discretion, diplomacy and courtesy in all contacts with staff, board and external people
  • Strong oral and written communication skills, including consistently professional telephone communications and good writing ability
  • Ability to work both independently and collaboratively with a team
  • Proficiency with word-processing, spreadsheet, database, e-mail, and presentation programs
  • Strong academic background and willingness to continue learning

 

How to Apply

We encourage all applicants to review our website to familiarize themselves with Ceres before applying: www.ceres.org.  Applicants should submit a resume, list of three references, two writing samples, and a letter describing their qualifications, interests, and potential contribution.  Please list “Executive Associate to the President” in the subject line of your e-mail message. Send materials to careers@ceres.org.

Ceres is an equal opportunity employer and seeks qualified applicants without regard to race, color, sex, religion, national origin, age, disability, marital status, or sexual orientation.

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