Assistant to the Executive Vice President

Position Summary:

The Assistant to the Executive Vice President is a trusted partner to the Executive Vice President. The role manages the administrative and programmatic support needed for the executive office to operate smoothly, including complex calendars, communications, meetings, travel, expenses, special projects, and coordination with the President and colleagues across the organization.

This position requires excellent judgment, discretion, initiative, and follow-through. The Assistant to the Executive Vice President regularly handles sensitive matters, independently assesses priorities, and drives issues to resolution.

Responsibilities:

Serve as the primary point of contact for the executive office, providing professional and responsive coverage for calls, email, mail, visitors, and internal requests.
Manage complex and changing executive calendars; schedule meetings, protect priority time, identify conflicts, and ensure the Executives are prepared for each commitment.
Triage incoming requests and communications, distinguish urgent matters from routine items, route issues to the appropriate person, and ensure timely follow-up through completion.
Coordinate communication and logistics among the Executive Vice President, the CEO, the President, the Chief of Staff, senior staff, board members, community leaders, and organizational peers.
Prepare meeting agendas, briefing materials, presentations, background research, and follow-up items; gather relevant information from departments across the OU.
Arrange domestic and international travel, including itineraries, transportation, lodging, scheduling, and changes that arise before or during travel.
Oversee administrative execution of programs, recurring initiatives, and special projects sponsored by the Executive Vice President.
Maintain key relationships proactively by identifying when meetings, calls, acknowledgments, and follow-ups are needed and ensuring they occur.
Monitor office spending, maintain accurate receipts and expense records, prepare reimbursements, and complete monthly credit card reconciliations for Finance.
Handle highly confidential and sensitive information with discretion and share it only with the appropriate audience.
Maintain organized records, action lists, and reminders; anticipate needs, flag risks, and make sure commitments do not fall through the cracks.
Partner with the Chief of Staff, Deputy to the Chief of Staff, and other members of the executive office to provide seamless, proactive service across the organization.

Availability and Responsiveness:
This role requires a high level of responsiveness and flexibility in supporting the assigned Executive, including occasional availability outside of regular business hours for urgent or time-sensitive matters. This may include evenings, weekends, holidays, and periods of travel. Routine responsibilities will generally be completed during normal business hours, with after-hours availability needed as circumstances require.

Scope and Independent Judgment:

The Assistant to the Executive Vice President receives and screens communications directed to the Executives and has broad access to calendars, priorities, and confidential information. The role must use independent judgment to identify matters requiring immediate attention, determine the appropriate response or referral, and represent the executive office with sound judgment and professionalism.

Qualifications and Competencies:

Exceptional organization, time management, and ability to manage multiple priorities accurately in a fast-moving environment.
Demonstrated discretion and sound judgment when handling confidential, sensitive, or high-stakes matters.
Strong written and verbal communication skills, with the ability to convey information clearly, concisely, and appropriately for the audience.
A proactive service mindset, strong follow-through, and willingness to take ownership of issues through resolution.
Ability to anticipate executive needs, manage up effectively, and adjust quickly as schedules and priorities change.
Excellent interpersonal skills and the ability to build trusted relationships with staff, board members, community leaders, and external partners at all levels.
Working knowledge of budgeting, expense administration, data management, and recordkeeping.
Excellent internet research skills and advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
Ability to use technology and practical process improvements to increase efficiency and solve problems.
Strong understanding of, or ability to quickly learn, the OU's mission, services, structure, and activities.