Virtual Assistant to the CEO

JOB OVERVIEW

JOB TITLE

Virtual Assistant to the CEO

DEPARTMENT

Administration

REPORTS TO

CEO

POSITION DETAILS

WORKINGCONDITIONS

Virtual

TRAVELREQUIREMENTS

No travel required

EMPLOYEE TYPE

Full-Time

POSITION TYPE

Exempt

TYPE OFSUPERVISION

RECEIVED

General Supervision

SUPERVISORYRESPONSIBILITIES

No

PRIMARY PURPOSE AND RESPONSIBILITIES

JOB SUMMARY

Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports CEO through a variety of tasks related to organization and communication. Familiar with a variety of the field's concepts, practices, and procedures which may include confidential and time sensitive material.

Ability to effectively communicate via phone and email ensuring that all duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.

 RESPONSIBILITIES

TRIPS

·       Schedule artist meetings with Director

·       Research best prices/travel times and book airfare

·       Research best prices and negotiate cost when possible, book hotels

·       Booking internal transportation

·       Coordinate artist schedules and reminders; answer travel related questions

·       Secure travel insurance

·       Send/retrieve and organize all Trip Releases

·       Assist with making itinerary, including research of events/activities, price negotiations and bookings

·       File all photos

·       Potential social media support

·       Draft introductory and cold e-mails to potential partners

·       Oversee recipient interviews, organize and keep records

·       Track accepted applicants. Artist assignment and day/time assignments

·       Maintain contact with artists and recipients to insure smooth communication

RESPONSIBILITIES (cont’d)

 RESPONSIBILITIES 

Healing Arts Kits

·       Purchase all supplies

·       Confirm all supplies delivered

·       Assign speakers and oversee transportation

·       Manage Kits from event completion until arrival in Israel

·       File pictures

·       Social media support

Campus & Community Events

·       Booking artists

·       Secure flights

·       Secure hotels

·       Confirm all booking information

·       Distribute Best Practices

·       Communicate with partners throughout

General Support

·       Compile list of all previously participating artists

·       Compile a list of previous volunteers and community involvement

·       Draft introductory and cold e-mails to partners

·       Light budget-keeping (invoicing, account collection)

·       Review subscriptions, credit cards, accounts

MISSION STATEMENT

Our mission is to support people affected by humanitarian crisis. We partner with local communities around the world to provide urgent aid, assist in recovery, and reduce the risk of future disasters.

Skills and Job Requirements

SKILLS

• Proficiency in Microsoft Office
• Professionalism
• Problem Solving
• Teamwork
• Discretion and Judgment
• Patience
• Resourcefulness
• Anticipates Needs
• Emotional Intelligence
• Flexibility

REQUIREMENTS

·       Proven admin or assistant experience

·       Knowledge of office management systems and procedures

·       Excellent time management skills and ability to multi-task and prioritize work

·       Attention to detail and problem solving skills

·       Excellent written and verbal communication skills

·       Strong organizational and planning skills

·       At least 2 years of experience in the field or in a related area

·       High school diploma or equivalent; college degree preferred

·       Hebrew a PLUS