Executive Assistant

Job Summary

Performs executive assistance duties for the SVP, including scheduling, travel arrangements, expense reporting, contract processing, and other administrative responsibilities. Supports programs through meeting and call scheduling, contract and invoice processing, report compilation, correspondence, and additional administrative support.

Key Responsibilities & Duties

• Manage the SVP’s schedule, including meetings, appointments, conference calls, and travel arrangements.
• Coordinate the SVP’s calendar to ensure effective and timely schedule management, requiring creativity, discretion, and coordination across multiple executive schedules.
• Track departmental project deadlines, follow up with team members, and provide updates to the SVP to ensure deadlines are met.
• Work with community members to organize and encourage participation in community-facing events.
• Coordinate scheduling of meetings with ICANN org and Board members, ensuring agendas and materials are prepared and distributed.
• Take notes during leadership and team calls and support follow-up actions for the SVP.
• Proactively support the SVP and department staff during travel using sound judgment and experience.
• Perform routine administrative duties, including expense reporting, filing, email monitoring, and data retrieval.
• Create and maintain spreadsheets, manuals, presentations, and communication materials.
• Support the function team and SVP with budget preparations as needed.
• Create and maintain complex filing systems and reports while ensuring a high level of confidentiality and security.
• Liaise with other departments and executives to coordinate cross-functional efforts.
• Serve as the central point of contact for coordination activities and maintain strong working relationships with key stakeholders, including the executive team, Board of Directors, and ICANN constituency members.
• Support dispersed team members and act as a liaison between remote staff and hub office departments.
• Maintain departmental communications, including arranging conference calls, recording meeting minutes, and managing the departmental wiki and calendar.
• Create reports by aggregating materials submitted by team members.
• Track invoicing and reimbursements in collaboration with the Finance department, including managing purchase orders, invoices, and requisition processes through ReqLogic.
• Draft communication materials, including emails and meeting agendas.
• Coordinate with vendors to arrange services.
• Ensure all mail is promptly sent and received.
• Perform other duties as assigned.

Required Knowledge, Skills, and Abilities (KSAs)

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge & Experience

• Broad knowledge and experience in scheduling, logistics, and administrative support for senior executives.
• Experience supporting senior-level management in fast-paced environments.

Technical & Administrative Skills

• Proficiency in Microsoft Office Suite.
• Experience with contract processing, invoice management, and expense reporting systems.
• Strong note-taking, report compilation, and written communication skills.

Core Competencies

• Demonstrated ability to coordinate schedules across multiple stakeholders and time zones.
• Ability to arrange domestic and international travel.
• Strong multitasking and organizational skills.
• Ability to compose summaries and professional written communications.
• Ability to handle confidential matters with discretion.
• Proactive approach to planning meetings and ensuring agendas and materials are prepared in advance.
• Ability to prepare and compile briefing materials for travel.
• Ability to work in a flexible, fast-paced, and dynamic environment.
• Curiosity and passion for the development of the Internet.

Education & Experience Requirements

• Bachelor’s degree required.
• Minimum of five (5) years of related senior executive administrative experience or equivalent experience supporting senior-level management.
• Experience supporting senior executives with domestic and international travel.
• Specialized training or experience with procurement systems, Concur (or similar expense systems), meeting scheduling software, and wiki or online documentation systems.

Language Requirements

• Fluency in written and spoken English is required.
• ICANN is a global organization that values diversity; preference will be given to candidates with proficiency in additional languages.

Working Conditions & Physical Requirements

• Work is performed in a standard office environment with limited privacy and exposure to background noise.
• Work may also require participation through Zoom or other virtual collaboration platforms.
• A global working environment across multiple time zones requires flexibility in scheduling and time management.
• Duties may require domestic or international travel for ICANN meetings.
• While performing job duties, the employee is frequently required to stand, walk, sit, speak, hear, and use hands and arms to reach, handle, or feel objects.
• Specific vision abilities required include close vision, color vision, and the ability to adjust focus.
• The employee may occasionally lift and/or move up to 25 pounds.