Executive Assistant Project Manager

Our client is a renowned research institute that is looking for a right hand partner to the Executive Director. This individual should be comfortable with providing administrative, project management and operational process support. Someone who can be proactive about preparing for meetings and projects down the pipeline so that the Executive Director can be as efficient as possible.

**4 days onsite, but ability to change to 3 days onsite in the future

Responsibilities:

• Collaborates with the Executive Director to shape and implement their vision and organizational objectives, driving progress through strategic initiatives.
• Leads efforts to improve operational efficiency and productivity across the organization. Works closely with leadership to set priorities, define goals, and develop actionable strategies.
• Acts as a representative of the research institute, fostering strong internal relationships and maintaining a professional image in public and interdepartmental engagements.
• Partners with leadership to assess, design, and optimize administrative systems and workflows to enhance overall efficiency.
• Regularly meets with the Executive Director to ensure work alignment, provide updates on ongoing tasks, and address any challenges related to policies, procedures, personnel, or projects.
• Takes on additional duties and responsibilities as needed.
• Manages complex, multi-stakeholder projects, ensuring on-time delivery and alignment with organizational objectives. Develops detailed project plans, timelines, and resource management strategies.
• Prepares agendas, attends key meetings, records minutes, and ensures timely follow-ups on action items.
• Creates professional materials for internal and external audiences, including presentations, talking points, and visual aids.
• Establishes streamlined administrative processes, identifying and implementing process improvements to enhance organizational productivity.
• Assists with special projects as requested, balancing priorities and collaborating with supervisors to ensure success.
• Designs standardized tools and templates to promote consistency across projects and improve team collaboration, with periodic reviews and updates to these resources.
• Oversees the development and maintenance of databases and document repositories as needed.
• Creates and updates departmental manuals and standard operating procedures.
• Organizes and maintains administrative files, correspondence, and records, ensuring confidentiality where required.
• Maintains personnel records and manages sensitive documentation.
• Performs other assigned duties as required.
• Acts as a key organizer for the Executive Director, ensuring priorities are addressed, relevant information is readily available, and follow-ups are consistently managed.
• Prepares the Executive Director for meetings, reviewing schedules in advance, and gathering necessary documents such as briefings, agendas, and presentations.
• Provides high-level administrative support, including managing complex schedules, coordinating travel, and serving as a liaison with internal and external stakeholders.
• Organizes and schedules key meetings, such as retreats and departmental gatherings, and ensures comprehensive preparation, including agenda-setting and follow-up actions.
• Assists in managing the Executive Director’s task list, prioritizing items, and ensuring progress on key initiatives.
• Drafts professional correspondence and documents based on instructions, notes, or independently derived information.
• Manages expense reports and reconciles corporate credit card accounts in compliance with organizational policies.
• Plans and executes significant events as directed by the Executive Director, handling logistics, budgets, and communications. Collaborates with team members as needed to ensure seamless execution.
• Provides support for institutional culture initiatives by coordinating activities with the relevant committees and teams.