Senior Executive Administrator

Reporting to the Chief Strategy Officer/Chief of Staff, The Senior Executive Administrator supports the Board of Directors and the Executive Management Team, primarily the Chief Executive Officer and Chief Strategy Officer with a broad variety of administrative and non-administrative tasks, including managing active calendars; expense reporting; composing correspondence, presentations, and meeting minutes; arranging travel plans and preparing itineraries; and preparing and organizing a database of information for Board members. Additionally, the Administrator will support marketing initiatives by assisting with communications strategy, project management, event planning and campaign support.

Essential Duties and Responsibilities

Executive and Board Support 75%

• Provides primary support to the Chief Strategy Officer and occasionally the CEO and members of the Executive team, including; completing expense reports; composing and preparing correspondence (often confidential in nature); arranging complex and detailed global travel plans, itineraries, and visas; compiling agenda/documents for meetings.
• Assists in the development of agendas, presentation slides, and supporting documentation for the Executive team as it relates to the supporting function of the board and its committees.
• Proofreads, prepares, and appropriately disseminates documentation in support of board activities (e.g., board books).
• Provides scheduling, logistics and planning support to the executive management team and board members for internal board meetings, board and executive retreats, and other industry events.
• Attends board, and committee meetings as requested to document meeting minutes and provide executive on-site support. 
• Actively maintains the Diligent database and Google Drive for the  board and the executive management team. This includes but is not limited to board books, governance information, board contact/user information, mailing lists, calendars, and comprehensive documentation.
• Other duties as requested. (e.g., minutes for company meetings, executive monthly meetings)

Internal Marketing Communications 15%

• Acts as a departmental liaison to ensure that all PIR departmental news/activity/projects are captured in a company-wide calendar so that Marketing can incorporate into overall comms strategy.
• Creates and delivers regular internal communications to inform PIR team of Marketing and PIR-wide news/events/etc.
• Assists marketing event planners with internal special events and coordination. 
• Provides recommendations and support for execution of internal special events.

Marketing Campaign Support 10%

• Supports marketing managers in the development and implementation of ideas, recommendations, and plans that contribute to the execution of marketing strategies; maintaining an annual project calendar, and ensuring deadlines are respected.
• Contributes to editing and proofreading of program content and documentation across all marketing materials. (e.g., social media, blog posts)
• Other marketing support as requested (e.g., support with .ORG Impact Awards, process improvement, contracts and vendor invoice/payment management). 

• International Travel up to 10%.

Supervision Received and Exercised

Position works under minimal supervision from the Chief Strategy Officer/Chief of Staff. 

Minimum Education and Experience Requirements

• Bachelor’s Degree required.

• 8+ years experience in administrative or project coordination function.

• Experience in a marketing support or event support function preferred.

• Expert level with MS Office (Word, Excel, PowerPoint and Outlook) and Google applications.

• Experience with Diligent or other Board Portal Software is a plus.

Knowledge, Skills and Abilities Requirements

• Extremely strong professional writing skills.
• Demonstrated ability to take initiative, identifying and acting on opportunities.
• Personal qualities of integrity, credibility, and commitment to PIR’s mission.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal and relationship management.
• Demonstrated proactive approach to problem-solving with strong decision-making capability.
• Emotional intelligence and maturity.
• Team-player, with the ability to also be effective independently.
• Proven ability to handle confidential information with discretion.

Internal and External Contacts

Internal contacts include working collaboratively with PIR managers and staff.  This position will have contact and interaction with the CEO and PIR board members. External contacts include but are not limited to technology, marketing, PR, and other vendors, customers, and the Internet Society.

Physical Requirements 

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job

• While performing the duties of this job, the employee is regularly required to talk and hear.
• Ability to access information using a computer for up to 4 hours at a time.
• Requires sitting or standing at a desk for extended periods of time.
• Requires mobility within the office.

Work Environment.  This job operates in a professional office environment. This role routinely uses standard office equipment such as computers and phones.

Reasonable Accommodation.  PIR will provide reasonable accommodation to the known physical or mental limitations of a qualified individual with a disability, unless doing so poses an undue hardship on the operation of the business.

Equal Employment Opportunity, OSHA, and Harassment

Public Interest Registry (PIR) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, gender identification or genetics. In addition to federal law requirements, PIR complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfers, leaves of absence, compensation, and training.

PIR expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of PIR’s employees to perform their job duties may result in discipline up to and including discharge.

PIR provides a workplace free from recognized hazards and complies with standards, rules and regulations issued under the OSH Act.

Submit application online at:

https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=3de1fe47-8c5b-4825-a753-658cd5a4a6f0&ccId=19000101_000001&jobId=442550&source=CC2&lang=en_US