Gray Matters Capital
Atlanta, GA
Job Type
Deadline for Applications
Where to Apply
Deborah Lubbe

Position Description
Executive Assistant

Gray Matters Capital (GMC) is a private operating foundation founded based in Atlanta, GA founded by Bob Pattillo. Gray Matters Capital mission is to provide a purpose-filled life for 100 million women by 2036. Currently the foundation focuses on investing in affordable education and innovative enterprises that will have significant impact on women and girls around the world.  Gray Matters Capital is looking to hire a Executive Assistant, who will assist executives with high level administrative duties, research, project management and portfolio relationship support.

Position Description:
The Executive Assistant serves as point person for two key members of the Leadership Team and holds primary responsibility for all matters in the office for them, including day-to-day administration, and effective management of their time with respect to communications, scheduling, and strategic initiatives. The position involves executive scheduling, meeting and media preparation, and travel arrangements, as well as strategic relationship management with external parties. Additionally, this position is also responsible for general office and logistical support to the organization, and oversees organization meeting, and event coordination.

Key Role Areas

1. Administration and Oversight

•       Maintains a clear understanding of short-term and long-term goals, projects and supports executives to achieve quality results
•       Ensures that all team members, board members, and strategic contacts have adequate access to executives
•       Maintains confidentiality and uses a high degree of discretion
•       Implements and maintains a manageable email inbox system for both executives and serve as the gatekeeper for all incoming requests, and compose tailored responses as necessary
•       Prioritizes and communicates all inbound hard copy to the executives.
•       Prompts executives to send thank you and gifts, or necessary follow up within 24 hours to arrange sending them on their behalf
•       Retains new contact information and ensures the adequate organization is input into the accurate contact database
•       Takes notes and distributes meeting minutes, agendas and meeting packages.
•       Executes administrative aspects and required preparation for board meetings
•       Acts as a liaison with landlord and building management on any office-related issues
•       Provides timely and proactive management of the organization’s office environment including the purchase of supplies, team meetings, and visitor needs
•       Fulfills personal tasks and administrative needs for executives when required such as purchases, errands, or travel assistance
2. Scheduling and Travel Preparation
•       Provides complex travel arrangements. Becomes familiar with the specific, detailed needs of the CEO and travel partners; creates travel packs including a detailed travel itinerary, logistical confirmations, diplomatic and/or medical clearance, as well as the research profiles and presentations
•       Accessible during travel times to quickly address any last minute changes or cancellations.
•       Maintaining accurate and essential logistical information for meetings (attendees, location, phone numbers, etc.) and providing the CEO with daily overviews 12-24 hours in advance

•       Forecasting and obtaining the appropriate medical documentation and travel visas in advance of
international trips (when necessary)

•       Practicing timely submission of all CEO travel and expense reimbursement claims

3.  Communications
•       Tracks a wide variety of project timelines and assures quality preparation for all external interviews, presentations, and published materials
•       Serves as a liaison to external partners to negotiates Executive’s participation in conferences and public speaking opportunities
•       Coordinates details for upcoming speaking and writing engagements to ensure timely preparation and content development
•       Organizes research materials and preparatory questions for interviews, panels, or meetings
•       Schedule meetings with prospective partners and tracks long-term cultivation
•       Prepares appropriate lists and resources for project specific outreach and public events
•       Advances the executives connection and outreach to key stakeholders, and manages inbound and outbound communications with the partner community when appropriate

•       Minimum of 5 years prior Executive Assistant experience
•       Fine-tuned communication skills
•       Flawless organizational routines and the ability to make informed decisions amidst many competing priorities
•       Self-starter attitude to achieve targets independently
•       Strong team orientation with a healthy sense of humor and the capacity to remain poised under pressure
•       Experience coordinating complex domestic and international travel
•       Fine-tuned knowledge of fundraising, donor relations, database management and web researching tools
•       Proficiency with Microsoft Outlook, Word, Excel, and Windows Operating Systems

Based in: Atlanta, Georgia

Reports to: Executive Director

How to apply:

Additional Information

To formally apply, please complete our application here: