Executive Assistant to the CEO

The mission of The Pablove Foundation is to invest in underfunded, cutting-edge pediatric cancer research and improve the lives of children living with cancer through the arts.

The Pablove Foundation is one the nation’s fastest growing innovative philanthropic organizations focused on childhood cancer. We are revolutionizing the way people view kids living with cancer by addressing the needs of this community through art and science. Kids living with cancer are special – they live amazing lives full of inspiration, hope, love and laughter. We are honored to serve them and their families while engaging our supporters by telling their stories.

As the Executive Assistant to Pablove’s CEO, Jo Ann Thrailkill, you will embody Pablove’s organizational values and escalate the efficiency and efficacy of the CEO. You will manage an active schedule while overseeing all incoming and outgoing communications. You’ll be responsible for keeping a flawless calendar (no matter what the time zone) and maintaining a system for scheduling meetings. You’ll help our CEO strategize and act as the primary liaison with the Board of Directors, communicate directly with donors and constituents, and ensure the CEO is well prepared for every interaction.

 As a member of the Executive Leadership team, you will play a significant role in achieving The Pablove Foundation vision: helping kids with cancer live – a love-filled life today, and a cancer-free life tomorrow.

 

Responsibilities

  • Work with the CEO to understand, prioritize and handle high level donor needs and communication according to Foundation priorities. Prepare correspondence and meeting materials as needed.
  • Manage every aspect of the CEO’s schedule including calendaring, anticipating and scheduling meetings, and overseeing extensive travel and accommodations.
  • Communicate to the CEO about her daily schedule, appointments and reminders. Troubleshoot logistics that arise periodically during the work day, while maintaining a high level of patience, quality and integrity.
  • Correspond with Pablove’s Board of Directors (BOD). Construct weekly Board email updates, scheduling and coordinating quarterly meetings, preparing meeting packets, attending meetings, taking minutes and coordinate the BOD annual retreat.
  • Manage projects and conduct research for our CEO and the Board of Directors.
  • Prepare and edit correspondence, reports and presentations for the CEO, Board of Directors, staff and our community.
  • Maintain prospect lists and Board of Directors materials. Assist with stewardship events  as needed.
  • Manage CEO’s benefits and budget.
  • Organize and maintain files and records of the CEO while preserving a high level of confidentiality.
  • Work closely with the Executive Leadership Team and liaise with the BOD to maintain clear communication between the two groups.  
  • Correspond with all levels of internal staff to ensure information is being shared transparently between the CEO’s office and Pablove staff.
  • Efficiently execute administrative tasks including but not limited to data management, detailed note taking, meeting preparation and expense reports.
  • Represent the organization and the CEO at all times; demonstrate The Pablove Foundation values which include representing the CEO office with warmth, respect and sophistication.
  • Analyze and act on situations that require forethought and follow-up with executives and multiple stakeholders.
  • Maintain a positive, fun and easy going attitude and tone with every action you take.

 

Must Haves

  • At least 3 years experience providing strong administrative support to an executive
  • Experience communicating with and handling logistics for high level donors and board members
  • Impeccable attention to detail and the ability to prioritize, meet deadlines and change direction when needed
  • Interest and appreciation for aesthetics, art, science and creative expression
  • Positive, upbeat attitude with the mindset that no task is too small
  • Drive to grow professionally and personally within the organization and its values
  • Experience working in a growing, fast-paced environment with a collaborative team
  • Experience working with diverse groups of people
  • Efficiency working with Mac products, Google Office Suite and social networking sites
  • Enthusiasm and flexibility with learning new programs and platforms
  • Ability to handle stakeholders with diplomacy and tact
  • Excellent written and communication skills
  • A love for the Pablove mission and vision.

 

This is YOU! You show up to work everyday and uphold Pablove’s values (in Italics):

You love people, and are inclusive to everyone!

You are skilled on the phone by being warm, welcoming and always willing to help. You experience joy when making people smile. You are excited and enthusiastic about the work you do – so much so, that it inspires others. You love to have fun and don’t sweat the small stuff.

You’re so focused on quality, it hurts!

You have remarkable attention to the smallest details and maintain meticulous organizational skills. You can manage your own schedule and the CEO’s schedule simultaneously because you know how to prioritize, while also handling inquiries, call logs and correspondence. You bring your own method of staying organized to the role. No detail is too small.

You use your knowledge and go for the win!

You’re a master multitasker and love checking off boxes on your to-do list. You follow through with every task, no matter how big or small, and take full responsibility for each project you are assigned. You live for hitting deadlines and understand the importance of keeping on schedule. You’re resourceful and know how to gather information, bring people together and accomplish your goals and the organization’s goals.

 You like to talk (and write)!

You keep everyone up to speed so that the job gets done efficiently and effectively. You know when to ask for help, when to listen and when to speak up. You welcome discussions with our CEO on how you can do your job better and take it upon yourself to seek constructive criticism. You effectively communicate, both in speech and in writing, to staff, donors, the BOD; and you are a trusted editor for executive level documents.

 You thrive in a fun work environment!

You have a positive, upbeat attitude and enjoy having fun while getting your work done. You acknowledge the importance of a work-life balance, and it sets an example for the rest of our staff. You love working with others and it’s part of what makes your work life so fun.

 You know when to hold ‘em!

You’ve proven that you can handle and maintain sensitive and confidential information using considerable tact, diplomacy, discretion and judgment. You’re serious about learning all the ins and outs of Pablove so that you can handle any staff, donor or board related question that comes your way.

You get that growth is a great thing!

You understand The Pablove Foundation on a micro and macro level. Within that, you understand that you are an important member of a special team. You thrive in a fast-paced work environment and can handle multiple deadlines at once. You find new and impressive ways to increase efficiency on your own without needing supervision. You anticipate potential issues that need to be addressed before they occur and work on immediate solutions. You take great pride in your work, and it shows!

 

HOW TO APPLY

To apply, please submit a resume, cover letter, and salary expectations to jobs@pablove.org. No slackers – if all three aren’t in the email your application will not be considered.

 The Pablove Foundation is an Equal Opportunity Employer. We provide an excellent package of health, vision, and dental, 403(b) retirement plan, medical flexible spending account, unlimited vacation policy (just get your work done!), paid holidays, and killer summer bbq’s.

 All employees at The Pablove Foundation undertake other duties as needed and all positions require flexible work hours, including evenings and weekends.

 

 


Featured Events

Featured Events


Sign-Up for the Pablove Foundation Mailing List

Keep up to date on all of our events, news and activity.