Executive Coordinator, President's Office (The JPB Foundation)

Company Name

The JPB Foundation

Company City

New York

Company State

Job Location

Hybrid

Job Description

The JPB Foundation (JPB) seeks an experienced, proactive, tech-savvy, and detail-oriented Executive Coordinator to join the team and provide exceptional support to the incoming President, Deepak Bhargava, who will begin in August 2023. Reporting to the incoming President, the Executive Coordinator will play a pivotal role by providing a range of administrative and project support, including facilitating the effective running of the President’s office, schedule, and activities. The new Executive Coordinator will ensure thoughtful and strategic prioritization, planning, and coordination for the Foundation’s new leader while providing reliable stewardship and care in daily interactions with internal and external contacts.

The Executive Coordinator can expect to engage with the team in the following responsibilities and areas of work:

Provide strategic calendar management and planning for the new President (60%)

Manage the President’s schedule by taking in requests for meetings, compiling the requests for the President’s review and decision-making, and following up reliably and promptly with meticulous care and detail;
Anticipate and forecast potential scheduling needs, including calendaring time to ensure the President’s schedule reflects the short-, medium- and long-term priorities of the organization;
Correspond and coordinate with the President so both parties are well-informed of commitments and changes to the President’s schedule and manage revisions or cancellations and rescheduling as necessary;
Collaborate with the President to review and improve scheduling and coordination processes, adapting practices as needed to meet the needs of the President, JPB team, and external audiences;
Correspond with people requesting meetings in ways that communicate respect, care, and discretion to ensure President’s time is strategically aligned with the organization’s priorities; and
Coordinate with other members of the JPB team to respectfully hand-off meeting requests where appropriate.

Support effective meeting logistics (20%)

Ensure smooth logistical coordination for meetings by reserving and setting up virtual or physical meeting space; coordinating and booking travel; sending invitations, agendas and materials to appropriate people; and compiling advanced background material, including from JPB’s grants management database, Fluxx;
Receive and direct visitors for meetings involving the President;
Coordinate with the Office Management team about rooms, food, and early or late set up; and
Order food for meetings as needed, coordinating delivery with building, vendor, and JPB Office Management team.

Complete President’s administrative tasks and projects (10%)

Coordinate and book President’s travel, including confirming travel itineraries within Concur (JPB’s expense system) and creating and documenting travel plans;
Manage and reconcile President’s expenses;
Attend meetings to record minutes, document follow up items, and circulate meeting summaries to appropriate parties, as needed;
Assist with the design and preparation of documents, reports, and presentations, as needed;
Maintain filing upkeep; and
Assist with special projects.

Build relationships and ensure thoughtful, effective communication (10%)

Build relationships with JPB team members and external constituencies who are in regular contact with the President to support effective coordination and access;
Maintain open communication with the JPB team, providing a bridge to foresee, identify, or address any issues that should be raised for consideration by the President;
Provide backup support to other Executive Coordinators and reception, as needed; and
Communicate thoughtfully and respectfully to internal and external audiences, holding care and confidentiality, exercising judgement, and maintaining credibility and trust.
Perform other related duties as requested or as responsibilities dictate.

Job Qualifications

While no one candidate will embody all the qualifications below, the ideal candidate will have many of the following professional and personal abilities, attributes, and experiences:

Minimum of five years of experience as an Executive Assistant or in a similar role;
Meticulous organizational and tracking skills and attention to detail for self and others;
Demonstrated ability to strategically organize work, prioritize a breadth of activities and communication, meet deadlines, and problem solve and reliably follow up appropriately;
Ability to exercise good judgment, and strict confidentiality on appropriate issues;
Strong verbal and written communication skills with the ability to handle communications tactfully and professionally with a high attention to detail and warmth;
Orientation towards customer service and support for others, and a willingness to take on tasks as needed;
Comfort with using technology, including proficiency in the use of Microsoft Office computer applications, including Microsoft Outlook, Word, Excel, and PowerPoint, with experience using a database is preferred;
Team-oriented, enjoys working in a collaborative environment and developing effective working relationships internally and externally;
Self-motivated with a strong work ethic and proven ability to work in a fast-paced environment;
Bachelors’ Degree or equivalent experience in related field
A commitment to social justice and the mission of JPB

How to Apply

Apply online.

Executive Coordinator, President’s Office (The JPB Foundation)