Executive Assistant to the Vice President of Programs

Executive Assistant to the Vice President of Programs

Location: 
New York, NY

About GLAAD

As the world’s largest lesbian, gay, bisexual, transgender, and queer (LGBTQ) media advocacy organization, GLAAD is at the forefront of accelerating acceptance to ensure fair, accurate, and inclusive representation that leads to cultural change. For over 30 years, GLAAD has been a dynamic media force rewriting the script for LGBTQ acceptance. Our work tackles tough issues that shape the narrative and provoke dialogue that leads to cultural change. 

GLAAD operates with support from foundations, corporations and individuals from every corner of the United States. Our highly skilled team of more than 50 staff work out of our Headquarters in New York and an office in Los Angeles, and support our expanded reach through multiple chapters across the country. Over the past several years, GLAAD has achieved rapid and significant growth and currently has an annual operating budget of approximately $12 million.

 

The Opportunity

GLAAD is seeking an Executive Assistant to the Vice President of Programs that will serve as the senior administrative coordinator for Vice President and provide assistance in the execution of GLAAD’s key programmatic functions. The ideal candidate will be experienced in a wide range of administrative duties that provide executive level support, co-managing multiple projects across various areas of function, and communiting effectively with internal and external stakeholders to ensure the success of GLAAD’s mission.

Success in this position requires skilled interactions with GLAAD’s most important stakeholders:  LGBTQ advocates and activists; entertainment industry creators and executives; political and governmental office holders and operatives; GLAAD members and donors; GLAAD’s Board of Directors and Leadership Councils; news media; and more. This work occurs in a fast-paced environment, sometimes under pressure, and requires the person to remain flexible, proactive, resourceful and efficient in order to be effective.  The person must be a personable, take-charge type of individual, and exceedingly well organized, flexible, enjoying the administrative challenges and opportunities of being the go-to/point person for the leader of a GLAAD’s Programs that include entertainment, news & rapid response, campaigns, youth engagement,  the GLAAD Media Institute, and more. The highest levels of professionalism and discretion are crucial.  Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important and vital, as well as proficiency in Excel, Powerpoint, and other tools of the trade.

 

Key Responsibilities

Administrative Coordination for Vice Presidnet of Programs

  • Coordinate travel arrangements of Vice President with attention to costs, including preparation of detailed itineraries
  • Coordinate all calendar/scheduling of the Vice President, updating in real time as events of the day change and priorities shift
  • Coordindate and taff weekly Programs Department meetings, including the preparation of draft agendas, the recording of draft minutes and their distribution
  • Serve as liaison to staff of the Programs Department, managing flow of information, documents, key projects, and priroiity setting
  • Field, prioritize and follow-through/handle as appropriate inquiries and requests for phone calls, meetings, meetings, interviews, and more;
  • Maintain working knowledge of the Organization's programs and funding, while remaining abreast of current research, activities, and trends in the LGBTQ entertainment, news and pop culture space
  • Draft and edit correspondence of the Vice President
  • Manage budgets, accounts and procedures for the Programs Department
  • Develop and maintain key project management tracking documents and ensure that priorities of the Department remain on task
  • Other administrative duties as assigned

Candidate Profile | Competencies | Personal Qualities

  • Required: 4 year college degree or equivalent experience
  • Required: 2+ years minimum successful experience in an executive assistant role
  • Required: Proficiency in PC and MAC computers and software programs, with an emphasis on Excel and Powerpoint.
  • Required: Excellent working knowledge of bookkeeping, auditing and day-to-day word processing applications, including mail merges and Power Point.
  • Required: Strong organizational and interpersonal skills
  • Required: Excellent written and oral communication skills. 
  • Required: Demonstrated ability in extensive phone work required; must be courteous and well spoken.  Phone contact includes senior members of the entertainment community, celebrities, LGBTQ influencers and leaders, and more.
  • Demonstrated maturity, resourcefulness, flexibity, self-motivated, forward-thinking, good judgment;
  • Proven track record in working independently, making decisions and maintaining confidentiality
  • Ability to multi-task and maintain oversight of numerous concurrent activities;
  • Ability to travel as needed
  • Must be able to lift approximately 20 pounds
  • Thrive in a high-pressure environment with unpredictable changes requiring attention
  • Ability to effectively manage situations requiring conflict management; and
  • A strong working knowledge of history and issues regarding lesbian, gay, bisexual and transgender movement advocacy and media representation OR demonstrated capacity to understand these issues quickly and competently.

 

GLAAD Is An Equal Opportunity Employer

GLAAD is committed to providing equal opportunity to all employees and applicants for employment without regard to race, religious creed, color, gender identity, gender expression, age, national origin, ancestry, citizenship status, physical or mental disability, medical condition, pregnancy, marital or veteran status, sexual orientation, height and weight, or other personal characteristics as may be protected by applicable law.  

Statement on Diversity:

GLAAD was established with the premise that expanding diversity within the organization enhances the work experience and furthers the understanding of the entire mission that GLAAD is based upon. An atmosphere of civility and mutual respect towards difference is indispensable to the work process and enables the free interchange of ideas that is the basis of a successful organization. These differences may be cultural, ethnic, religious, intellectual, ideological or political. Each of these qualities is integral to the identity we form as individuals, and all are essential to creating a vibrant workforce here at GLAAD comprised of individuals with unique perspectives and backgrounds. GLAAD has committed itself to a workforce of inclusion, respect for difference, and fairness, and guarantees the same rights to all its employees to ensure the fullest degree of success within the organization.

To Apply:

https://glaad.bamboohr.com/jobs/view.php?id=3