Executive Response Specialist jobs in Virginia Beach, VA

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 highly skilled and dynamic Executive Support Specialist to provide comprehensive administrative support to the President & CEO ("CEO") and Advisor to the CEO ("Advisor"). This pivotal role demands exceptional organizational proficiency, a keen ability to manage intricate schedules and international travel arrangements, and a talent for prioritizing tasks effectively. The Executive Support Specialist will navigate diverse cultural landscapes, ensuring seamless communication and collaboration across borders while upholding the highest standards of confidentiality and professionalism.

Requirements

Essential Functions:

• Skillfully manage the CEO and Advisor's calendars, expertly coordinating and scheduling meetings across multiple time zones while proactively briefing and updating the CEO on upcoming commitments.
• Research, prepare, and present materials for key external and internal meetings involving the CEO, ensuring that all information is timely, accurate, and tailored to meet specific objectives.
• Draft documents and conduct research to support the CEO's initiatives and strategic goals, demonstrating meticulous attention to detail.
• Maintain a robust contact list of officials, donors, and stakeholders worldwide, fostering relationships and identifying new opportunities for engagement.
• Serve as a responsive point of contact for inquiries on behalf of the CEO and Advisor, providing timely and informed responses while managing expectations with professionalism and diplomacy.
• Collaborate closely with Operation Smile teams to prepare the CEO for external engagements, presentations, and events, ensuring thorough preparation and follow-up on all action items.
• Assist in departmental budget management and expense tracking, contributing to the preparation of fiscal year budgets, expense reports, purchase orders, and check requests in accordance with Finance Department guidelines.
• Prepare briefing memos and updates for the CEO on outstanding projects, issues, and potential remedies, demonstrating strategic thinking and proactive problem-solving.
• Lead or support special projects as assigned, which may include speaking engagements, annual reports, and organizational development initiatives.
• Provide discreet support to the CEO in handling confidential or sensitive personnel and organizational matters, demonstrating discretion, integrity, and sound judgment.
• Facilitate seamless international travel arrangements, including visa procurement and documentation requirements, ensuring the CEO's comfort, safety, and efficiency.
• Organize departmental activities to enhance efficiency and support the achievement of deliverables within agreed-upon timelines, leveraging strong project management skills and a results-oriented mindset.
• Ensure proper recording of important meetings, and preparation of briefs, reports, and other materials. 
• Additional duties, as requested.

Experience Required:

• Bachelor’s degree required; additional certifications such as PMP certification are advantageous.
• 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.
• Flexibility to work outside traditional business hours to accommodate global scheduling needs.
• Experience in a nonprofit organization is highly desired. 

Competencies:

• 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.
• Persuasive communication skills, with the ability to craft compelling proposals and correspondence that resonate with key stakeholders.
• Innate ability to anticipate needs, prioritize tasks, and operate with minimal supervision in fast-paced environments.