The Executive Assistant reports directly to the Executive Director, providing executive support in various areas. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the Executive Director and serves as a liaison to senior managers; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
Specific duties include:
Providing administrative support to Executive Director in reading, researching and routing incoming correspondence; managing calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; and making travel arrangements.
Planning, coordinating and ensuring the Executive Director’s schedule is followed and respected.
Prioritizing conflicting needs and handling matters expeditiously, proactively and following through on projects to successful completion, often with deadline pressures.
Serving as liaison between Executive Director and board members, staff, contractors, industry partners, members and donors.
Researching potential members, donors, collaborative entities and opportunities
Skills and qualities required:
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Strong interpersonal skills and ability to build relationships with staff, board members, donors, members and external partners.
Expert level written and verbal communication skills.
Proactive approach to problem-solving with strong decision-making capability
Highly resourceful team-player with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate high level of customer service.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
Availability and willingness to provide support and assistance outside regular business hours in accommodation of Executive Director’s schedule.
Bachelor’s Degree preferred
Five or more years of experience supporting C-Level Executives, preferably in a non-profit organization.
Experience and interest in internal and external communications, partnership development, membership building and fundraising.
Proficiency in Microsoft Office (Outlook, Word, Excel, Access and PowerPoint), Adobe Acrobat.
About Deep Foundations Institute
Deep Foundations Institute (DFI) is an international non-profit association of contractors, engineers, suppliers, academics and owners in the deep foundations industry. Our multi-disciplinary membership creates a consensus voice and a common vision for continual improvement in the planning, design and construction of deep foundations and excavations. We bring together members through networking, education, communication and collaboration. With our members, we promote the advancement of the deep foundations industry through technical committees, educational programs and conferences, publication of guides and specifications, a peer-reviewed journal, a flagship magazine, research, government relations and outreach. DFI has more than 3,000 involved, knowledgeable and committed members worldwide.