United Nations Foundation (UNF) / Better World Fund (BWF)
Executive Assistant to the Executive Director, Development
Vacancy Announcement
Overview
The Executive Assistant to the Executive Director (ED) is responsible for providing administrative services to support the activities and responsibilities of the ED and the Development team as needed. The Executive Assistant is the principal point of contact for the ED and Development team.
Reporting Relationships/Scope
The Executive Assistant provides support to the ED and the Development team overall.
The Executive Assistant reports to the ED and works in tandem with others as needed within Development and throughout the Foundation.
Responsibilities/Deliverables
The Executive Assistant to the ED is responsible for coordinating all administrative support to the ED, and Development team (as needed) to include:
• Working with Development and Program staff to draft letters of inquiry and partnership / funding proposals for domestic and international organizations;
• Researching and writing briefing notes for ED, CEO, and President by gathering background information, collecting historical relationship information Foundation-wide, and condensing critical info into talking points;
• Drafting correspondence including thank you letters, follow-up notes, requests for meetings, etc;
• Conducting prospect research on corporations, foundations, and high-net-worth individuals;
• Researching and developing biographical information for high-level event attendees and for senior management to review in advance of events;
• Coordinating itineraries for principal attendees of the World Economic Forum Annual Meeting (Davos), including tracking invitations to private sessions and public events, scheduling and coordinating individual meetings, working with programmatic staff to ensure timely completion of briefing documents and materials, and managing on-the-ground logistics for attendees and support staff;
• Creating and running queries in Raiser’s Edge and GIFTS for prospect management and grant information for inclusion in proposals;
• Managing the Department’s Project Tracker, entering the updates for the ED and ensuring that the Development staff keeps information up to date;
• Tracking of Development Budget and coordinating with Budget Director;
• Completing payment request forms, grant paperwork and budget projections, as well as preparing consultant contracts and amendments as needed;
• Managing and coordinating ED scheduling and activities (both internal and external);
• Ensuring that the ED is well prepared for meetings by coordinating with staff so that required advance materials are received;
• Debriefing ED after external meetings to share information with relevant Development staff for follow up;
• Donor data management and database upkeep in Raisers Edge, including entering meeting notes for ED and Development staff;
• Maintaining contact lists, ensuring that correct contact data for all persons communicating with the ED is entered in Microsoft Outlook and Raisers Edge as necessary, and updated based on correspondence and contact;
• Managing all aspects of travel arrangements in a timely and detailed manner (i.e., preparing appropriate forms for travel approval; making all hotel, auto, and airfare arrangements; scheduling meetings) and providing detailed itinerary for ED, and Development staff;
• Oversee incoming and outgoing correspondence for ED and Development staff – including distributing as appropriate and tracking items for follow-up by appropriate staff;
• Drafting quarterly UNF updates for review of ED, and compiling and editing updates for the entire Development team;
• Assists ED and Development staff with Briefing Memos as needed;
• Draft routine correspondence for review of ED and Development staff;
• Review all actions submitted to the ED to ensure administrative correctness and completeness;
• Organize and maintain all departmental files and materials in both hard and electronic files – including logical and detailed organization and maintenance of Development electronic shared drive;
• Preparing travel and expense reimbursements for the ED and Development staff;
• Overseeing maintenance of meeting, travel, and administrative files for Development;
• Responsible for ordering supplies for Development staff and catering for Development meetings as appropriate;
• Providing administrative support to the Development staff as needed;
• Perform other duties as assigned.
Selection Criteria
• One to two years experience in progressively responsible position acting as primary administrative support to executive level.
• Ability to work well under pressure to ensure that deadlines are met and work assignments completed in a calm, confident and capable manner.
• Demonstrated ability to be organized and prioritize multiple, competing priorities.
• Previous meeting planning experience.
• High degree of professionalism required.
• Proficiency in Microsoft Office Suite to include Word, Excel, Outlook and PowerPoint.
• Excellent writing and editing skills required.
• College degree preferred.
• Ability to work independently as well as member of a team.
• Ability to take initiative.
• Dependable and consistent.
Compensation and Benefits
Salary commensurate with experience. Actual salary will depend on qualifications and anticipated contribution to the Foundation.
UNF pays 100% of medical, dental, vision, life and disability insurance premiums for its employees and 75% of medical and vision for employees’ dependents.
In addition, UNF provides 20 days of paid vacation per year, 12 paid holidays, three personal days per year, an immediately vested 150% matching 403(b) contribution up to a limit of six-percent of employee pay, Metro Pass benefits, and flexible spending accounts for health and dependent care.
Location
1800 Massachusetts Avenue NW, Suite 400, Washington, DC 20036
To Apply
Please apply on-line at />
We require 2 documents in order to apply for our positions. Applications will be considered incomplete if both documents are not submitted.
1. Resume
2. Cover letter addressing the bold points (first 4 points) of the Selection Criteria (1 or 2 paragraphs describing your knowledge and/or experience of each separate highlighted bold section of the selection criteria).
Please upload your resume and cover letter as one document.
Please contact Nick Bacon by email at with any questions.
UNF/BWF is an AA/EEO employer.
People of diverse backgrounds are encouraged to apply.
