Administrative Partner to Senior Leadership

As the primary point of contact for internal and external stakeholders, this role requires a high level of administrative support to the Managing Director. The successful candidate will provide exceptional organizational skills, excellent written and verbal communication, and maintain discretion and confidentiality.

• Cross-Functional Collaboration:
  • Work closely with various teams across the organization to ensure cohesive implementation of the MD's strategic goals.
  • Provide insights and feedback to the executive team based on observations and interactions across departments.
• Communications, Partnerships & Outreach:
  • Keep the MD's bio updated and respond to requests for materials regarding the MD and the organization.
  • Edit and complete first drafts for written communications to external stakeholders.
• Board Support & Liaison:
  • Serve as the MD's administrative liaison to the Board of Directors.
  • Assist board members with travel and logistics arrangements as needed.
  • Maintain discretion and confidentiality in relationships with board members.
  • Ensure compliance with bylaws regarding board matters, including the advance distribution of materials before meetings.
• Senior Management Liaison:
  • Participate as an adjunct member of the Executive Team, assisting in scheduling and attending all meetings.
  • Coordinate the agenda for senior management team meetings and off-sites, as well as all-staff meetings.
  • Strategic Project Management and Initiatives:
  • Assist the MD in identifying and prioritizing key strategic initiatives.
  • Conduct thorough research and analysis to support decision-making processes.
  • Prepare comprehensive presentations and reports to communicate findings and recommendations.
  • Collaborate with the Strategic Initiatives team to coordinate the MD's outreach activities.
  • Follow up on contacts made by the MD and support the cultivation of ongoing relationships.
  • Create personalized letters based on the MD's notes or guidance for strategic contacts on topics relevant to SuperHuman Race.
• Communication and Relationship Management:
  • Serve as the primary point of contact for internal and external stakeholders, facilitating clear and effective communication.
  • Foster strong relationships with team members, partners, and clients to enhance collaboration and engagement.
  • Draft high-quality correspondence, including emails, memos, and proposals that reflect the MD's voice and vision.
  • Travel and outreach plans.
• Executive Support (as and when necessary, in coordination with the EA to MD):
  • Complete a broad range of administrative tasks for the MD, including managing an active calendar, preparing expense reports, and composing confidential correspondence.
  • Arrange complex travel plans, itineraries, and agendas; compile documents for travel-related meetings.
  • Plan, coordinate, and ensure the MD's schedule is followed and respected, using discretion to manage access to the MD's time and office.
  • Act as a bridge for smooth communication between the MD's office and internal departments, maintaining credibility and trust with senior management.
  • Keep the MD informed of upcoming commitments and responsibilities, proactively updating on evolving priorities.
  • Manage special projects for the MD and complete critical aspects of deliverables, including drafting acknowledgment letters and personal correspondence.
  • Prioritize conflicting needs and handle matters expeditiously, ensuring the successful completion of projects under deadline pressures.

• Strong organizational skills, demonstrating the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills, with a proven ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Expert-level written and verbal communication skills.
• Demonstrated proactive approach to problem-solving, showcasing strong decision-making capabilities.
• Emotional maturity and the ability to navigate complex interpersonal dynamics.
• Highly resourceful team player who is also effective working independently.
• Proven ability to handle confidential information with discretion, adapting to various competing demands while delivering the highest level of client service.
• Demonstrated high performance and ability to meet deadlines in a fast-paced environment.
• Forward-thinking mindset, actively seeking opportunities and proposing innovative solutions.