Career Center

Title:                                  Executive Assistant

Division:                           US- ELT

Department:                     ELT

Reports to:                       Senior EA to the President

Status:                              Full-time, Exempt

Level:                                 

POSITION PURPOSE

The Executive Assistant is required to provide executive level administrative support services to the Executive Leadership Team (ELT) and to the Office of the President, as needed.  The nature, diversity and scope of responsibility will require experienced level use of discretion, initiative, and judgment. The incumbent must be reliable, self-motivated, and able to use initiative. The Executive Assistant reports jointly to the assigned Vice Presidents and the Senior Executive Assistant, and exercises general direction over the tasks undertaken. The Executive Assistant works closely with the Senior Executive Assistant and others across the organization to ensure that their assigned Executives are provided with the high-quality support necessary to carry out their duties efficiently and effectively on a daily basis. 

ESSENTIAL FUNCTIONS

The core functions of this position include but are not limited to the following:

Executive Administrative Support

• Provide executive-level support to the ELT, focused on assigned Vice Presidents.
• Partner with the Senior Executive Assistant to assure that the Office of the President and the ELT receive high-quality administrative support, including:
• Manage multiple, complex calendars and meeting arrangements across multiple time zones.
• Coordinate meetings, including virtual, hybrid and in-person meetings with internal staff, external volunteers and members. This includes arranging necessary rooms, technology and scheduling across multiple time zones, and prioritizing schedules of key participants. For volunteer meetings, coordinating site selection, participant travel (air and hotel), catering and restaurant selections, preparing and distributing materials, and managing technology and virtual meeting components.
• Resolve conflicts on executives’ time.
• Help ELT members prioritize their work on strategic initiatives and relationships.
• Prepare meeting materials and track follow-up tasks.
• Exercise discretion in organizing and maintaining electronic calendars for each Executive.
• Arrange logistics for visitors, including confirming required vaccination status.
• Manage and coordinate travel arrangements and process expense reports including:
• Booking domestic and international flights and accommodations.
• Arranging meetings and visits.
• Preparing detailed travel itineraries, as needed by each traveler.
• Researching current travel requirements including visas, vaccinations and testing for each destination and meeting.
• Careful coding of invoices (hotels, restaurants, etc.) for payment.
• Ensuring expense reports are processed in a timely manner.
• Coordinate mailings for members and volunteer groups, including proofreading of materials.
• Coordinate scheduling and logistics for global staff division meetings and leadership meetings as requested by each Executive. Attend and take minutes as directed and remain attentive to consistent messaging across divisions.
• Maintain accurate contact information and distribution lists for key volunteers and volunteer groups.
• Foster and maintain positive working relationships and liaise effectively with CASE staff, key volunteers, members and external constituents.
• Troubleshoot member questions and issues, ensuring a high level of customer service.
• Use computer, word processing, spreadsheet, and database software to prepare communications, reports, and presentations.
• Access Personify Association Management System to update CASE member records.
• Establish, maintain and update electronic and paper filing systems.
• Provide administrative support for organization-wide events and meetings as needed.
• Anticipate required deliverables and have a proactive approach.
• Demonstrate continuous efforts to improve effectiveness and efficiency, produce quality work, and anticipate the needs of individuals supported.
• Perform other duties and responsibilities as assigned by the manager.

Fiscal Management/Budget Responsibilities/Judicious Use of Resources

• Exercise fiscal responsibility in the utilization of all CASE resources.

Liaison Responsibilities

• Work cooperatively and diplomatically with all divisions and regions.
• Liaise with CASE colleagues in other parts of the world to ensure the best sharing of ideas, expertise and knowledge.
• Incorporate tasks and/or projects related to objectives as directed by the CASE Strategic Plan.

Image Responsibilities

• In keeping with the CASE Values Statement, ensure that CASE is well represented by exercising a high degree of professionalism, accuracy, and ethics, in all activities, services, and products.

 Performs other duties and responsibilities as assigned by the Supervisor.

PROBLEM SOLVING AND JUDGMENT

• High level judgment and problem-solving skills are required, as the incumbent is frequently faced with situations which require immediate action in response to issues and requests. The breadth and depth of understanding of an issue and the key internal/external persons handling the issue, and the way in which the issue is handled, all affect the outcome of the situation.

PROFESSIONAL AND ORGANIZATIONAL KNOWLEDGE

• The position requires that the incumbent quickly develop a deep understanding of CASE, its policies and procedures and an understanding of the culture and regional and divisional interdependencies.
• The position requires a deep understanding and respect for the CASE’s systems and workflow.

POSITION REQUIREMENTS

Education and Experience:

Bachelor’s degree and 5+ years relevant experience and/or an equivalent combination of relevant experience and education/training required. 

Skills and Abilities:

• Demonstrated interest in advancing education in the not-for-profit sector.
• Strong commitment to contributing to an organizational culture that celebrates diversity and inclusion.
• Understanding and interest in engaging with a broad range of cultures and countries.
• Extensive skill in exercising sound judgment, diplomacy, tact and discretion, and proven ability to handle information in a confidential and appropriate manner.
• Seasoned professional organizational skills including the ability to coordinate workflow, determine priorities, meet deadlines, and effectively balance competing demands.
• Excellent written, oral, and interpersonal communication skills with the proven ability to prepare quality documentation and the capacity and confidence to deal with a wide range of clients, including staff, senior academics, and senior members of the business community and government.
• Extensive versatility, flexibility, enthusiasm, self-motivation, and initiative, both independently and as a member of a team.
• Outstanding computer and keyboard skills with expert level experience using Microsoft Office applications including Word, Excel, PowerPoint, Outlook, and familiarity with database programs. 
• Considerable knowledge and experience with C-level administrative processes and services.
• Experience working in an educational and/or association environment are preferred.
• Experience in an international environment desired.
• Education-related experience a plus.
• Must have a strong customer service orientation.

CASE is a global not-for-profit and membership association whose vision is to advance education to transform lives and society.  Its mission is to inspire, challenge and equip communities of professionals to act effectively and with integrity to champion the success of their institutions. Advancing education in over 3,100 member institutions, CASE has 97,000 members in 80 countries.  Broad and growing communities of professional practice gather under the global CASE umbrella.   Currently these include alumni relations, development services, digital, communications, fundraising, government relations, marketing and web.  Individual members are at all stages of their career and may be working in universities, schools, colleges, cultural organizations or other not-for-profits.  CASE membership also includes many corporate partners. CASE uses the intellectual capital and professional talents of an army of volunteers to advance its work.  Headquartered in Washington, DC, CASE works across all continents from its regional offices in London, Singapore and Mexico City. CASE works to achieve a seamless experience for all its stakeholders: particularly its members, volunteers, and staff.  Working together across time zones and borders, CASE staff in all offices seek to make the ambitious OneCASE aspiration a reality.   

Management reserves the right to review and revise this document at any time. This document represents a description of intended job content and should not be construed in any way to be a contract of employment.

CASE Vaccination Policy: Vaccination against COVID-19 is an important tool in helping to prevent infection and reduce hospitalisation and mortality. CASE vaccination policy is as follows for each regions:

US/CAN and Latin America offices: To access a CASE office, you must be fully vaccinated for COVID-19 or have an approved exception to this requirement as an employee with an approved medical or religious exemption (U.S.) or be subject to testing or other national/local restrictions in effect where the CASE office is located.

Europe and Asia Pacific Offices: CASE strongly encourages staff to obtain the most current COVID-19 vaccine and booster as soon as it is available to them unless they are ineligible to receive the vaccine due to medical reasons.

Alternative Work Arrangement:  As of January 1, CASE implemented an Alternative Work Arrangement policy where, after 4 weeks of employment, eligible staff are given the opportunity to work from home up to 2 days per week and in office 3 to 4 days per week.