Executive Assistant

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Description

The Max Foundation (www.themaxfoundation.org) is a global health organization that believes all people living with cancer have the right to access the best treatment and support. We aim to help people face cancer with dignity and hope by creating treatment access channels for oncology products in low and middle income countries where they don’t exist. By partnering with industry, non-governmental agencies, health care providers, and national cancer patient organizations, we are able to provide effective access solutions. Our international non-profit functions as an operating foundation with all funds raised spent directly on our programs and not as grants to other charitable organizations.
We are looking for a team member who will exemplify The Max Foundation’s Values & Guiding Principles: You model excellence by going above and beyond in every aspect of your work to maximize our impact. You show dedication through a passionate commitment to helping people face cancer with dignity and hope. You seek innovation by always looking for progressive ways to improve outcomes for our constituents. Finally, you value collaboration, working collaboratively at all levels knowing the end result is better for it.

Role Summary:
The Max Foundation is looking for an Executive Assistant at our headquarters office in Seattle to support our management team. Reporting to the Chief Executive Officer, the Executive Assistant is responsible for ensuring the seamless flow of administrative support for the executive team including complex domestic and international scheduling, coordination of meetings and travel, managing tasks, and responding to assigned correspondence. The position also includes project tracking and related tasks for high level organizational projects. This role engages with a diverse group of important external partners as well as the internal team.

Responsibilities:
Reports to the Chief Executive Officer (CEO); with primary support to CEO and additional support to Executive team.
To Chief Executive Officer:
 Ensures CEO is prepared for all scheduled meetings including driving directions, scheduling a car service, and preparing research and relevant presentation materials;
 Creates and maintains systems and support that improve the efficiency of the work that flows from the CEO’s office;
 Perform administrative functions that support the work of the CEO to include, but not be limited to computer generated correspondence, creating and updating digital filing system, copying, scanning, faxing, placing and screening phone calls and directing messages to other staff as necessary;
 Coordinate all travel arrangements, both domestically and internationally—including air and on the ground transport logistics;
 Designated point of contact for all of the Board of Directors including coordinating meetings and recording minutes for committee chairs, maintaining board documentation, preparing agendas, and preparing and distributing board meeting materials;
 Assists CEO with formatting and proofing presentations in PowerPoint or other formats to ready them for conferences and business meetings;
 Generally ensuring the administrative office of the CEO operates effectively and efficiently and is organized, including notary coordination, document retention, account filing;
 Provides back-up general phone support and coverage to administrative office as needed, and
 Assists with the organizing special projects.
To Executive Team:
 Schedule and coordinate high level meetings, as needed;
 Assist Executive Team with formatting and proofing presentations in PowerPoint or other formats to ready them for conferences and business meetings;
 Support travel coordination for conferences and business meetings, including domestic and international ground transport; and
 Coordinating on-site business meetings with external guest.
To General Office Staff:
 Scheduling meetings, including coordinating All-Staff meetings and related activities;
 Coordinating international team meetings and office related activities; and
 Maintain travel policies and general travel coordination.
Qualifications:
 At least three years’ experience supporting senior executives in a fast-paced environment as well as experience collaborating with other professional and administrative staff.
 Professional experience in non-profit office environment with preference on international non-governmental organization.
 A documented history of calendar and travel management with digital tools.
 Independent judgment is required to plan, prioritize, and organize a varied and complex workload.
 Capacity to handle sensitive information with the ability to mind confidentiality.
 Must have excellent, interpersonal, organizational, and administrative skills.
 Strong writing and verbal skills required.
 Ability to interact and communicate with a diverse group of colleagues and Board members with cultural responsiveness to meet the demands of a dynamic global team.
 Ability to prioritize responsibilities and function well under pressure.
 Proven ability to understand and tolerate ambiguity, uncertainty and change.
 Ability to pay attention to detail and to work under the pressure of deadlines.
 Ability to work independently and as part of a team.
 Capacity to multi-task and exercise initiative.
 Availability to work occasional evenings is required.
 Advanced computer literacy skills in electronic office environment, including Microsoft Office, Excel, PowerPoint, and Adobe Professional. Adobe Design Suite experience a plus.
 Professional demeanor, patience, good humor, and the ability to handle stress and the demands of high performance expectations.

Compensation:
We offer compensation commensurate with experience. No relocation provided.
To Apply: Email your resume and letter of interest: info@themaxfoundation.org.
NOTE: Please use “Executive Assistant” in the email Subject Line
The Max Foundation is dedicated to diversity in staff and is an equal opportunity employer

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