Executive Assistant to the CEO

If you think you have what it takes but don't necessarily meet every single point listed below, please apply - you could be exactly who we are looking for!

Panorama is a platform for social change driven by audacious thinking, radical collaboration, and bold action. We help our partners navigate multiple pathways from vision to impact based on their needs. Our mission is to maximize social impact by partnering with visionary leaders to co-develop solutions to change systems. Panorama’s value proposition is helping partners to operate in smarter, more impactful, and more efficient ways. Panorama Group’s values are built on four core principles:

• Vision: See the big picture and examine all angles
• Integrity: Maintain trust and strive for excellence
• Partnership: Collaborate and foster meaningful relationships
• Impact: Act boldly and create a ripple effect

The Panorama Group is a community of organizations that includes:

• Panorama Global, a social impact nonprofit that empowers changemakers through radical collaboration,
• Panorama Strategy, a social purpose consultancy that accelerates progress for partners through audacious thinking, and
• Panorama Action, which mobilizes voices and resources through bold action.

Position Summary

Our dynamic, growing organization seeks an Executive Assistant to join our team to manage the administrative needs and activities of Panorama Global Founder & CEO, Gabrielle Fitzgerald. This position requires an initiative-taking and initiative-taking individual comfortable in a fast-paced environment who can adeptly manage competing priorities and nuanced situations.

Reporting directly to Gabrielle Fitzgerald, the successful candidate will have impeccable attention to detail, excellent time management and communication skills, and a strong work ethic. As the Executive Assistant will, at times, communicate with high profile individuals (and/or their assistants), the role requires good judgment, maturity, discretion, and an elevated level of professional and administration skills. This role will contribute to the efficiency of our business by providing personalized and timely support to our CEO.

This position is based in Seattle, Washington. The incumbent will be expected to work in our Seattle office on a full-time basis.

Essential Duties and Responsibilities

Calendar, Travel and Event Management

• Work effectively with the CEO to keep her well informed of upcoming commitments and responsibilities and follow up appropriately
• Oversee scheduling and calendar management, including engagement with both internal and external stakeholders and multiple U.S. and global time zones
• Prepare a nightly packet of materials needed for the next day’s meeting
• Coordinate and manage all logistics for complex and continually changing domestic and international travel
• Ensure CEO is prepared for all meetings and events, by ensuring briefing documents and talking points are prepared, by liaising with internal and external partners
• Prepare business trip cost breakdown and business trip expenses document for the CEO
• Track CEO’s time in Panorama’s time management system and prepare monthly time analysis reports and yearly travel analysis reports

Executive Support

• Provide executive support of a complex, time-sensitive, detailed and confidential nature
• Track daily to-do list to help triage priorities for the next day
• Track and process business-related expenses, in partnership with the Senior Administrative Assistant
• Draft and send correspondence as requested
• Track CEO workflow and priorities through strategic handling of incoming requests
• Provide a bridge for smooth communication between the CEO’s office, Panorama’s staff, and Leadership Team, demonstrating leadership to maintain credibility, trust, and support among colleagues
• Provide additional administrative support for ad hoc needs such as IT troubleshooting and other operational and program activities as needed

Relationship Management

• Manage CEO’s LinkedIn network and prepare an excel sheet tracking all the meetings and LinkedIn connections, making recommendations to the CEO for LinkedIn invitations and messages
• Manage the Asana pages: upcoming meeting and document review
• Add CEO Notes & Trip reports into Salesforce and SharePoint
• Ensure timely and accurate data entry of CEO contacts and meetings into CRM (Salesforce)
• Manage the CRM inbox

Organizational Engagement & Participation

• Exemplify qualities of Panorama’s Values, Culture and Mission as an impact player who:
  • Embraces everyday challenges and ambiguity as opportunities to lean in and take action
  • Demonstrates curiosity and commitment to asking questions, learning, and adapting,
  • Commits to adding value to their team and to Panorama
  • Actively contributes to the enhancement of Panorama’s culture by participating in organizational and team activities such as committee volunteerism, coffee chats, and other initiatives
• Serve as an organizational brand ambassador by representing the organization externally
• Contribute to opportunities for process improvement and service/practice strengthening towards evolving our platform for social change
• As needed, provide timely input for co-design and development of initiatives, proposals, briefings/debriefs, reports, and knowledge sharing efforts
• Provide required timely and accurate recording of data and other information via Harvest, Salesforce, Lattice, SharePoint, and Certify
• Participate in Learning & Development opportunities, including First Friday Learning sessions and other training sessions
• May manage Interns, ensuring Panorama’s performance management concepts are upheld, and supporting their professional development and learning

Minimum Qualifications

• At least 5-7 years of professional experience, including 3+ years of relevant experience supporting C-level executive(s)
• Proficient in Microsoft Office suite and Zoom platforms
• Takes initiative, is a problem-solver, and works independently with minimal supervision
• Ability to create effective tracking and management systems, follow up on open issues and carry tasks through to successful completion
• Expertise in prioritization of simultaneous assignments while adapting to changing deadlines, priorities, and workflow with success and accuracy
• Strong judgment and ability to manage sensitive and confidential information and documents with discretion and maturity
• Exceptional attention to detail and organizational skills
• Excellent communication (written and oral) skills
• High EQ, interpersonal and diplomacy skills
• Demonstrated commitment to diversity, equity, and inclusion and Panorama’s values
• Fluency in written and spoken English

Desired Qualifications

• Bachelor’s degree preferred, but not required
• Experience working for a philanthropic, non-profit, and/or social impact organization is a plus
• Experience using Harvest, Gusto, Zoho, Asana, and Salesforce a plus
• Additional language proficiencies welcomed