Executive Assistant to CEO & Board Liaison

LOW INCOME INVESTMENT FUND

Executive Assistant to the CEO and Board Liaison

Location: Washington D.C., (preferred), New York City

Reports to: Chief Executive Officer (CEO)

Exempt classification : Non Exempt

Status: Temporary-to-permanent (90-day introductory period evaluation)
Salary range: $90,000 to $120,000 Annually

THE COMPANY:

The Low Income Investment Fund is a non-profit community development financial institution, that mobilizes capital and partners to achieve opportunity, equity and well-being for people and communities. LIIF innovates financial solutions that center racial equity to create more equitable outcomes for all by building and preserving affordable homes, quality educational opportunities from early childhood through higher education, health clinics, healthy food retail and community facilities. In this way, LIIF provides a bridge between private capital markets and communities. LIIF's headquarters is in San Francisco and has offices in Los Angeles, New York, Atlanta, and Washington D.C. More on LIIF can be found at liifund.org.

POSITION SUMMARY:

The Executive Assistant provides administrative support to the CEO and serves as the primary liaison to the board of directors within the Office of the CEO.

REPORTING RELATIONSHIPS:

The position reports to the CEO; may include a dotted line to the General Counsel.

ESSENTIAL FUNCTIONS:

The Executive Assistant (EA) provides a broad variety of executive support in a one-on-one working relationship, serving as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The EA supports the CEO in his working relationship and activities with five direct reports on the executive team. The EA also serves as primary liaison to the board of directors and executive team for day-to-day and administrative matters; organizes and coordinates executive outreach and external relations efforts; supports the CEO with all travel and expense management, and completes special projects. The EA exercises good judgment and maintains confidentiality and discretion in a variety of situations.

ROLES AND RESPONSIBILITES:

CEO Executive Support

• Serves in "gatekeeper" role for internal and external constituencies, consulting with CEO as needed and using discretion to determine appropriate course of action.
• Prioritizes conflicting needs while providing a bridge for smooth communication between the CEO and internal departments; demonstrates leadership to maintain credibility, trust and support with LIIF staff.
• Working with both external and internal contacts, schedules and manages a calendar of calls, videoconferences and in-person meetings. Maintains CEO's contacts in Outlook.
• Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Works with staff and external constituencies to obtain preparatory materials for CEO's review in advance of meetings.
• Maintains tasks / deliverables in Asana of outstanding CEO meetings, activities and deliverables.
• Arranges frequent travel, including plane, train and hotel reservations and conference registration. Schedules travel-related meetings and obtains necessary preparatory materials in advance.
• Coordinates semiweekly executive team meetings, soliciting agenda items and disseminating agendas and materials in advance of each meeting.
• Coordinates the completion of expense reports with receipts, in accordance with internal policies. Reviews and approves executive team members' expense reports prior to CEO approval, flagging issues and ensuring adherence to policy.
• Composes written and email correspondence on behalf of CEO. Maintains hardcopy and electronic files and records.
• Completes mailings/shipping and obtains office supplies and equipment.
• Completes special projects at the request of the CEO, which may involve research, analysis, document formatting and recommendations for a course of action.
• Create PowerPoint presentations as needed.
• Prepares annual department budgets for the Office of the CEO and Board of Directors.
• Monitors expenditures and reports variances to the CEO.
• Initiates and executes contracts in Salesforce; coordinates payments to consultants and vendors as approved by CEO.

Board Support and Liaison

• Works under the supervision of the CEO, and with the General Counsel, on board-related matters.
• Serves as primary point of contact for LIIF's board of directors and committees, for all administrative and logistical issues. Works closely with CEO and executive team on Board communication and planning.
• Maintains discretion and confidentiality regarding all Board members.
• Schedules board, executive, finance and audit committee meetings. Coordinates with lending committee staff to synchronize scheduling and board communications.
• Responsible for all logistics for board and committee meetings, including securing meeting space, contracting for hotel room blocks and restaurants for group meals, AV and catering, transportation and arranging any special activities or tours.
• Coordinates board member travel reimbursement; submits for payment upon approval of CEO.
• Attends BOD meetings and provides on-site logistical support.
• Drafts board and committee meeting agendas for CEO and executive team review and disseminates agendas and production deadlines to executive team and staff, updating and following up as needed to meet strict deadlines.
• Reviews, edits and formats reports and submissions, for CEO's final review. Compiles final agenda packets, disseminates to board and committees in a timely manner.
• Assists legal staff with the preparation of meeting minutes; helps obtains secretary and board member signatures on official documents, including meeting minutes, resolutions and amendments to bylaws; and assists legal staff with filing of minutes, resolutions, approved policies, amendments etc. in permanent corporate records.
• Assists in the recruitment of new board members.
• Coordinates candidate pre-election interviews; compiles biographical information; and provides and tracks LIIF background information and regulatory requirements.
• Coordinates new board member orientations and materials.
• Facilitates board elections. Tracks board member terms and eligibility for new terms.
• Drafts evaluations of board members eligible for new terms for CEO completion.
• Coordinates election deliverables and timelines; drafts annual elections slate including officers and committees.
• Ensures that all board legal and operational requirements are met in a timely manner, by updating and monitoring board and committee annual activity checklists.
• Coordinates the completion of annual board and committee self-assessments; schedules review and discussion in relevant executive sessions.
• Supports the General Counsel to review and maintain Terms of Reference, by-laws and other governance documents; supports leadership in the on-going review of board committee roles, responsibilities and structure to ensure clarity and accountability; and makes recommendations to ensure effectiveness and identify areas for additional support or change.
• Updates and maintains board member biographies, photos, committee rosters, meeting schedules, and board contact information. Coordinates board retirement gifts and other service recognition.

Other

• Supports LIIF's social justice and equity practices by identifying/using women/minority vendors whenever possible.
• Identifies ways to streamline company operations and practices for improved productivity and reduced duplication.
• Performs other related duties as assigned.

QUALIFICATIONS:

• Ability to work independently in a fast-paced environment, with minimal supervision.
• Ability to adapt to and work effectively in evolving situations.
• Must possess a high standard for generating quality work and a positive attitude and demeanor.
• Must possess strong interpersonal skills and be capable of working both independently and with a team.
• Must be able to determine priorities in organizing work and seek guidance from supervisors for priority setting.
• In addition, candidates will have advanced-level skills with Microsoft Teams, Outlook, Word, and PowerPoint; proficiency with Excel and Zoom; and familiarity with databases such as Salesforce and expense management systems like Concur or Expensify.
• Will possess strong administrative and organizational skills; excellent communication skills, verbal and written; will be able to work under pressure and meet deadlines in a fast-paced environment; and will be able to handle complex logistical arrangements.
• The EA should have a good understanding of corporate governance in nonprofit organizations.

EDUCATIONAL AND OTHER REQUIREMENTS:

• A bachelor's degree or equivalent experience is required.
• The candidate must have a minimum of seven to ten years of comparable experience supporting a C-level executive.
• The position is demanding and requires excellent attendance, self-motivation, attention to detail, thoroughness, creativity, and a high degree of flexibility.
• Travel is required at least four times each year, for 2-4 days each trip.
• Individual will be committed to LIIF's mission.
• Financial services and community development experience is not required but is a plus.

Additional Requirement:

All Low Income Investment Fund (LIIF) employees must be fully vaccinated against COVID-19. In accordance with LIIF's policies, we provide reasonable accommodations, absent undue hardship, to qualified individuals who cannot get vaccinated against COVID-19 because of sincerely held religious or medical reasons. If you believe you need an accommodation from the vaccination mandate required by this policy, please notify our Human Resources Department.

HOW TO APPLY:

Please apply with Resume and Cover Letter via our recruitment portal:

Recruitment (adp.com)

Notice to Third Party Recruitment Agencies:

Please note that Low Income Investment Fund does not accept unsolicited resumes from recruiters or employment agencies. In the absence of an executed Recruitment Services Agreement, there will be no obligation to any referral compensation or recruiter fee.

In the event a recruiter or agency submits a resume or candidate without an agreement Low Income Investment Fund shall explicitly reserve the right to pursue and hire those

candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, shall be deemed the property of Low Income Investment Fund.

We do not accept unsolicited phone calls. Only candidates being considered for a position will be contacted.
LIIF, an EOE (Equal Opportunity Employer), believes that diversity ensures excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, or national origin. Candidates of diverse background and with diverse experience are strongly encouraged to apply for this position.