Description

Office Location: Virginia Beach, VA, USA (average 4 days a week on-site).

Working Hours: Must have flexibility to work outside traditional business hours, as needed.

Operation Smile is a global nonprofit specializing in expert cleft surgery and care. We provide medical expertise, research and care through our dedicated staff and medical and student volunteers around the world, working alongside local governments, nonprofits and health systems and supported by our generous donors. Since 1982, Operation Smile has been committed to providing patients with health that lasts through life-saving cleft surgeries and comprehensive care, helping them to better breathe, eat, speak, and live lives of greater quality and confidence. Our training and education programs elevate safe surgical standards and strengthen a global network to reach more people earlier in their lives. Learn more at www.operationsmile.org or by following @operationsmile on social media.

General Description:

Operation Smile is seeking a dynamic and experienced Executive Assistant to the President to provide comprehensive administrative support to the President & CEO ("CEO") and Advisors to the CEO ("Advisors"). The ideal candidate will possess exceptional organizational skills, adeptness in managing complex schedules and international travel arrangements, and the ability to prioritize tasks effectively. This role extends beyond traditional administrative duties to encompass global outreach, donor relations, event management, and strategic support. The Executive Assistant to the President will navigate diverse cultural landscapes, ensuring seamless communication and collaboration across borders while maintaining utmost confidentiality. 

Requirements

Essential Functions:

• Efficiently manage the CEO and Advisors’ calendars, coordinating and scheduling meetings across multiple time zones and preparing necessary materials for global engagements.
• Attend meetings when needed, capturing comprehensive notes, and providing essential support to the CEO and Advisors.
• Maintain a robust contact list of officials, donors, and stakeholders worldwide, fostering relationships and identifying new opportunities for engagement.
• Respond to requests for information on behalf of the CEO and Advisors.
• Research and identify grant opportunities on a global scale, taking ownership of the proposal process from inception to follow-up.
• Manage and/or support executive event planning by coordinating catering, entertainment, transportation, location, invitee list, special guests, equipment, etc. 
• Assist in budget management and expense tracking, ensuring compliance with financial guidelines and preparing comprehensive reports for the CEO and Advisors.
• Provide general office support, including managing supplies, processing correspondence, and maintaining organized filing systems.
• Serve as a primary point of contact between executives and internal/external stakeholders, representing the organization with professionalism and discretion.
• Collaborate with other senior executives and officers as needed to support organizational objectives.
• Embrace additional duties and responsibilities as necessary to contribute to the success of Operation Smile's mission on a global scale. 

 Experience Required:

• Bachelor degree required.
• Minimum of 5 years of experience in providing high-level administrative support, preferably in a global or cross-cultural context.
• Prior experience in fundraising or development roles is highly desirable.

Characteristics/Skills Required:

• Flexibility to work outside traditional business hours, as needed.
• Proficiency in Microsoft Office suite, with familiarity in Raiser's Edge considered a significant advantage.
• Demonstrated ability to navigate budget templates and financial reporting systems.
• Exceptional organizational skills coupled with a proactive and independent work ethic.
• Robust written and verbal communication skills, with a proven ability to engage with diverse audiences across cultures and demographics.
• Ability to maintain strict confidentiality while interacting with C-suite executives and managing sensitive information.
• Strong persuasion skills, with the capability to craft compelling proposals and correspondence.
• Innate ability to anticipate needs, prioritize tasks, and operate with minimal supervision in fast-paced environments.