[Remote] Executive Assistant, Operations

Note The job is a remote job and is open to candidates in USA. The Susan Thompson Buffett Foundation is a private grant-making foundation focused on women’s health and reproductive freedom and supporting low-income students in Nebraska. The Executive Assistant, Operations role supports the COO and Chief of Staff through complex calendar management, administrative process management, travel logistics, events, office management, and Operations Team projects. Responsibilities Provide full calendar management support to the COO and light calendar management support (e.g., for travel and complex meetings) for the Chief of Staff to the COO Oversee the COO’s long term and daily calendar, working directly with the COO and on the COO’s behalf to schedule meetings, strategically manage time, and rearrange calendar as needed to accommodate changes. This involves working across domestic and international time zones Provide international and domestic travel logistics support for the COO and fellow travelers, as needed Generate regular reports on COO calendar and time use to facilitate discussions on time management and priorities Manage and track documents for COO signature Solicit, and at times create, meeting agendas for the COO’s meetings Compile materials for meetings and events Submit monthly expense reports for COO and Chief of Staff to the COO Other administrative support as needed Manage logistics for internal events, including but not limited to Operations Team In-Person meetings and retreats (virtual and in person) All Foundation Team meetings and retreats (virtual and in person) Assist on Operations Team Projects including but not limited to Consolidate, format, and proofread quarterly internal newsletters Maintain Operations team calendar, including team-wide meetings, PTO, and birthdays Maintaining Team SharePoint site and files Assist Omaha Operations Manager during times when large numbers of remote staff are in office, including but not limited to Order and set up supplies and food for team-building meals and activities in the Omaha Office Ensure office supplies and kitchen items are re-stocked as needed These responsibilities will likely change or evolve over time in alignment with the Foundation’s needs and initiatives Skills At least 6 years of experience supporting an executive in a medium-to-large-sized organization, including calendar management and general administrative support Excellent written and verbal communication skills Demonstrated ability to steward executive time strategically and support priority/time alignment Experience successfully managing administrative processes independently on behalf of executives Strong proficiency with Microsoft tools including Word, Excel, Outlook, Teams, SharePoint, OneDrive, OneNote, and CoPilot Experience with nonprofit, philanthropic, or mission-driven organizations Experience working with a globally distributed team Company Overview The Susan Thompson Buffett Foundation (STBF) has offered scholarships to college students in Nebraska for over 60 years. It was founded in 1964, and is headquartered in Omaha, Nebraska, USA, with a workforce of 51-200 employees. Its website is http//buffettscholarships.org.

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

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