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Executive Assistant

Position Announcement, December 2022 — accepting applications through January 16, 2023 at 11pm EST.

Meridian Institute has an immediate opening for a full-time Executive Assistant. This position may work in a hybrid fashion based in either our Washington, DC or Dillon, CO office, or fully remote. This is an ideal position for an experienced professional who thrives in high energy work environments, has extremely strong organizational skills, and wants to use these attributes to support the leaders of a mission driven organization.

Meridian is a nonprofit consultancy that engages in dynamic problem solving with global leaders in business, government, civil society, philanthropy, and beyond. We bring people together, helping them navigate the dynamic variables that shape any collaborative search for solutions—from inidual relationships to geopolitical considerations. Our work spans industries and sectors and includes projects focused on agriculture and food systems, climate change, forests, oceans and coasts, resilience, and science and technology, among others. Across these areas, we build and support partnerships that address our world’s complex challenges.

As a member of the Operations Team, the Executive Assistant is responsible for performing administrative tasks in support of the Executive Leadership Team, including working directly with the Chief Executive Officer to schedule meetings and track responsibilities, as well as managing correspondence in addition to a variety of other duties. Successful candidates will be self-starters and strong communicators with proven administrative experience in support of executive level staff. It is important that candidates are comfortable with completing complex tasks and responding to requests with the appropriate level of urgency.

The starting pay range for this position is $31.73 – $35.10 per hour ($66,000 – $73,000 per year), based on the level of education and relevant experience. This is an hourly, non-exempt position eligible for overtime. In following our commitment to principles of justice, equity, ersity, and inclusion, maintaining pay equity when hiring is extremely important to us. For this reason, salary offers with Meridian are non-negotiable.

Meridian is dedicated to advancing our employees’ professional growth, supporting employee wellbeing, and helping them meet their healthcare and retirement needs. Meridian provides competitive benefits including:

• A dynamic and inclusive work environment
• Flexible work schedules and locations for proven high performers
• Structured professional development opportunities
• Medical, dental, and a variety of voluntary insurance coverages for employees, partners, and families
• Generous paid time off, including vacation, sick leave, and 12 holidays (fixed and floating)
• Employee Assistance Program
• DC Office Employees Only – Metro expense reimbursement for commuting to work
• Remote Workers Only – home office internet allowance

About the Position:

The Executive Assistant provides high-level administrative support and assistance to the Executive Leadership Team and other assigned leadership staff. Regular responsibilities include executive level scheduling, coordinating international and domestic travel arrangements, capturing meeting notes and minutes, and providing general administrative support. This role will work closely with the Executive Leadership Team and Partners within the organization in supporting Board of Directors engagement, internal communications, and special administrative projects, as needed.

Eligibility Requirements

• At least 5 years of experience in executive level administrative roles (experience with complex scheduling across time zones and/or for high demand participants preferred)
• Bachelor’s degree, preferably in business, finance, marketing or equivalent experience in relevant sectors
• Experience working for a professional services organization (e.g., legal, consulting, etc.)
• Extremely strong organizational skills, including time management and ability to track and meet multiple deadlines
• Strong written and verbal communication skills, including but not limited to the ability to be clear and effective in communicating across vendors, project participants, and high-level stakeholders
• Ability to complete complex tasks quickly with little guidance and react with appropriate urgency to situations that require a quick turnaround
• High personal integrity, including the capacity to discretely handle highly confidential and sensitive information
• Ability to work with people from erse backgrounds with humility, ease, and enthusiasm; and to develop positive relationships both within the organization as well as with external parties
• Fluency in English; professional fluency in a foreign language is highly valued, particularly Spanish or French
• A high degree of proficiency with Microsoft 365 tools, including but not limited to Outlook, Word, Excel, PowerPoint, Teams, OneNote, and SharePoint; experience administering and using Airtable for workflow management preferred

Primary Objective of Position

The Executive Assistant provides high-level administrative support and assistance to the Executive Leadership Team and other assigned leadership staff. Regular responsibilities include executive level scheduling, coordinating international and domestic travel arrangements, capturing meeting notes and minutes, and providing general administrative support. This role will work closely with the Executive Leadership Team and Partners within the organization in supporting Board of Directors engagement, internal communications, and special administrative projects, as needed. All Meridian positions require iniduals to be self-starters with exceptionally strong written and verbal communication skills, a high level of organization, and attention to detail. Working at Meridian requires the ability to excel in a team environment while also juggling multiple deadlines and project teams.

Essential Areas of Accountability

• Schedules meetings and manages the calendar of the Chief Executive Officer
• Works closely and effectively with the Chief Executive Officer to capture key action items and keep them well informed of upcoming commitments and responsibilities, tracking and ensuring appropriate follow-through
• Provides support to the Chief Operating Officer in tracking organizational deliverables and key performance indicators Manages correspondence for senior staff, determining importance and summarizing and/or distributing contents to recipients
• Drafts internal communications, policies and procedures at the direction of the Chief Operating Officer
• Schedules and coordinates meetings and events for the management team, partner group, and the Board of Directors; assemble meeting materials, attend meetings, record notes and minutes, and provide administrative support
• Coordinates travel arrangements for Partners and Senior Leadership staff, supporting travelers in all areas of logistics from preparation to completion
• Processes expense reports for Partners and Senior Leadership staff
• Completes special projects and additional administrative duties as assigned

Knowledge and Skills Required

• At least 5 years of experience in executive level administrative roles (experience with complex scheduling across time zones and/or for high demand participants preferred)
• Bachelor’s degree, preferably in business, finance, marketing or equivalent experience in relevant sectors
• Experience working for a professional services organization (e.g., legal, consulting, etc.)
• Extremely strong organizational skills, including time management and ability to track and meet multiple deadlines
• Strong written and verbal communication skills, including but not limited to the ability to be clear and effective in communicating across vendors, project participants, and high-level stakeholders
• Ability to complete complex tasks quickly with little guidance and react with appropriate urgency to situations that require a quick turnaround High personal integrity, including the capacity to discretely handle highly confidential and sensitive information
• Ability to work with people from erse backgrounds with humility, ease, and enthusiasm; and to develop positive relationships both within the organization as well as with external parties
• Passion and curiosity about the issues and areas of Meridian’s work
• Fluency in English; professional fluency in a foreign language is highly valued, particularly Spanish or French
• A high degree of proficiency with Microsoft 365 tools, including but not limited to: Outlook, Word, Excel, PowerPoint, Teams, OneNote, and SharePoint; experience administering and using Airtable for workflow management preferred Additional Requirements
• Required to conduct oneself in a courteous and professional manner at all times