EXECUTIVE ASSISTANT TO THE PRESIDENT
POSITION DESCRIPTION
About PPI
The Pacific Pension & Investment Institute (PPI) convenes a global community of leaders for educational programs and dialogue on investment opportunities and challenges, especially in Asia and the Pacific Rim. Senior leaders from prominent pension funds, sovereign wealth funds, foundations, asset managers, and advisors are members of the PPI Community. Their investment decisions impact the prosperity and security of millions of beneficiaries and stakeholders today and for future generations.
Mirroring the global nature of the PPI Community, the management team is “constellatory,” where members work from home, in co-working facilities, or anywhere they can be productive and healthy. PPI is committed to creating an environment where each member shines regardless of location and where the team maintains a distinct shape—or constellation—based on shared values:
Adaptive – We are open-minded, flexible, nimble, and eager to learn, grow, and pivot.
Additive – Individually, we bring our brilliance, expertise, and passion. We each do our part to create something greater than ourselves collectively.
Empathic – We celebrate diversity, inclusivity, and equity. We appreciate and connect as humans, strive for balanced lives, approach relationships with thoughtfulness, and support one another.
Inspired – Challenges motivate us to be creative and innovative, leading to new thinking and opportunities.
Unparalleled – We weave together our professionalism, high expectations, attention to detail, and quality production to soar where others might stall.
PPI is a nonprofit organization incorporated in California. We are an equal opportunity employer and value diversity in our organization. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Compensation will be commensurate with experience and accomplishment. For additional information, please visit www.ppi.institute, and submit inquiries to Taylor Gholson Taylor@amplifiedhr.com.
Position Summary
The executive assistant reports directly to the president and provides administrative support to the Office of the President of PPI, including coordinating the president’s daily schedule, travel, and internal/external commitments (75%). This role is also a liaison to the PPI Board of Directors, management team, PPI members, and external individuals and organizations (15%). The executive assistant works closely with the chief of staff and the rest of the management team to manage the president’s work and ensure their effectiveness (5%). The role also provides administrative support to the vice president and chief operating officer (5%).
As with all management team members, the executive assistant maintains regular business hours with some flexibility to adjust as needed and within reason when meetings occur in other time zones. While this is primarily a work-from-home position, the executive assistant travels, domestically and internationally, for up to five days, for board meetings, PPI programs, team retreats, and other events.
Responsibilities and Functions
Communicate Effectively – Handle all interactions with the sensitivity and grace befitting the Office of the President and the organization, including meeting requests, video and audio calls, travel-related communications, and confidential or sensitive items.
Plan and Report Meticulously – Arrange the details of the president’s meetings and itineraries, including reservations and other interactions with venues, invitations, confirmations, reminders, and monthly expense reporting and reconciliation.
Prepare in a Timely Fashion – Gather all meeting materials and relevant action items well enough in advance to provide the president with everything needed for the following day. The chief of staff can help to prioritize, and the management team often provides input.
Coordinate Board Activities – Schedule PPI Board of Directors and Membership Committee activities and meetings. Organize and distribute meeting materials, take meeting minutes, and maintain the board’s records.
Engage Actively with the Team – Collaborate with the management team in support of the Office of the President and the PPI Community. For example, the team often reviews important documents and other communications together, and during PPI member events, the team welcomes participants and helps as requested.
Manage Contacts and Calendars Diligently – Add and update records as information is received to ensure the integrity of the information PPI collects.
Manage Subscriptions – Review and renew the president’s subscriptions to periodicals and websites, some of which are shared with the management team.
Qualifications and Experience
Alignment with the PPI management team’s values
Ability and willingness to work across time zones, be available within reason beyond a traditional workweek, and be on-call when the president is traveling
Bachelor’s degree or over five years of work experience in a C-suite environment
Strong oral and written communication skills, especially with senior leadership
Global curiosity and experience communicating across contexts with sensitivity to cultural differences
Competency in using Apple computers and the Microsoft 365 productivity suite
Accuracy and a high level of attention to detail
Comfort and savvy with virtual collaboration (Microsoft Teams, Zoom, and other virtual spaces)
Flexibility in response to changing priorities and needs
Strong teamwork ethic, relational skills, and ability to work effectively with different personalities
Proven ability to manage projects and consistently meet deadlines
Punctual, courteous, professional, and reliable
Ability to work independently and as part of a team
Discrete in handling confidential information
Ability to maintain composure and sense of humor in high-pressure situations
Openness to additional responsibilities and assisting others as needed