Job Summary:

This position works under the guidance of the Director, Office of the President & CEO to perform functions essential to the smooth day-to-day operation of the executive office, with a focus on supporting the work of the Chief Executive Officer and the Director, Office of the President & CEO with specific responsibilities and functions.

This role requires the highest level of reliability and flexibility in order to meet the demands, production timelines, and carry the workload generated by the President and CEO. Additionally, the role also requires a high degree of professional maturity as there is a substantial volume of sensitive data/information requiring both confidentiality and discretion.

Key Responsibilities & Duties:

• Manage the schedule of the President & CEO. Schedule internal and external meetings and conferences while proactively balancing time zones. Monitors calls and take minutes
• Coordinate CEO personal calendar to ensure effective and timely management of schedule requiring creativity and latitude and coordination across personal and business schedules.
• Serve as Executive assistant to the CEO and the Director, Office of the President & CEO arranging extensive travel, maintaining contacts and calendar, preparing expense reports, and special research on projects as assigned
• Serve as a backup to the CEO Officer Director in his/her absence. This may include responsibilities such as manage CEO correspondence, briefings, and organization of meetings, functions, and conferences
• Manage deliverable items for meetings and events, including preparations of relevant materials by Executives
• Organize physical meetings for CEO, including booking rooms, ordering catering, providing audio visual support, and other support services as needed
• Coordinate logistics of department activities with meetings team for ICANN public meetings, executive team meetings, and other necessary requirements.
• Work with ICANN org and Board on scheduling meetings, board workshops, and ensuring materials and agenda for calls and meetings.

Travel / Expenses Management:

• Book travel, including lodging, flights, car service and any passport/visa requirements needed for international travel for CEO.
• Support the CEO and Director travels in different time zones using extensive experience and judgment
• Proactively follows up, communicates and manages any changes to schedule.
• Monitor and troubleshoots issues related to travel such as canceled flights, hotel room extensions, and other travel-related concerns.
• Prepare and submits expense reports related to travel and other day-to-day activities in a timely manner.

General Administration:

• Draft communication items, including blogs, emails and agendas
• Prepare executive responses to routine memos, letters, or correspondence.
• Prepare reports, collects and analyzes information; prepares presentations. Performs routine administrative duties for the department including filing, monitoring emails and data retrieval
• Proactive in supporting department lead to obtain closure on deadlines. Liaise and coordinate with Director to ensure tasks are carried out and delivered in a timely manner
• Create and maintains spreadsheets, manuals, presentations, communication materials
• Liaison with other departments and executives to coordinate efforts
• Act as central point of contact for the coordination and activities and establish excellent working relationships with key stakeholders, including the executive team, Board of Directors, and key members of the ICANN constituencies
• Other duties as assigned or requested

Required Knowledge, Skills, and Abilities (KSAs):

(Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)

• Must be well organized and experienced in use of all office systems and software, with a preference for skills in Word, Excel, Outlook Adobe Professional, and PowerPoint
• Ability to work flexibly across global time zones, including providing occasional off-hour support as required in a multinational operating environment
• Excellent English drafting ability and communication skills, both oral and written; proficiency level and experience of drafting emails and letters for review
• Writing and editing skills, including document formatting and creation of tables, charts and process maps
• Strong interpersonal skills and ability to establish and maintain effective working relations with people in a multicultural, multiethnic environment with sensitivity and respect for diversity
• Ability to communicate, coordinate and work effectively with geographically distributed staff
• Detail-oriented and ability to multi-task and to work independently
• Ability to solve complex issues in an ambiguous environment
• Effective management of time and resources. The ability to be a self-starter, creative, detail-oriented, flexible and pro-active member of the team
• Strong work ethic, positive attitude and team orientation
• Ability to multitask and set priorities
• Strong sense of urgency and dedication to task
• Ability to develop and maintain efficient organizational systems
• Proven problem solving skills
• Ability to work independently and proactively
• Ability to meet deadlines, working accurately and efficiently
• Excellent interpersonal and communications skills
• Mastery of MS Office programs: Excel, Word, PowerPoint
• Global perspective
• Strong follow-up skills to keep departmental deadlines on track.
• Demonstrated ability to: schedule across multiple stakeholders, time zones, coordinate travel arrangements; compose summaries and other written communication; process invoices and contracts; multi-task
• Ability to handle confidential matters with discretion
• Proactive in planning, ensuring availability of relevant agenda and materials for meetings and calls.
• Preperations / compilation of briefing materials as needed for travel.
• Ability to work in a flexible, fast paced, dynamic environment.
• Curiosity and passion for the development of the Internet

Education and Experience Requirements:

• Bachelor's Degree required
• Minimum eight (8) years related senior executive administrative experience or equivalent supporting senior level management
• Experience in supporting senior executive for domestic and international travel.
• Specialized training in procurement systems; Concur or similar expense systems; familiar with meeting scheduling system or software;

Language

• Fluency, both written and spoken, in English is required
• ICANN is a global organization that values diversity; preference will be given to candidates with demonstrated skills in additional languages besides English

Working Conditions & Physical Requirements:

• Work is performed in a normal office environment with limited privacy and some exposure to background noise
• Work in a normal office environment may also at times require using zoom or other virtual means of engagement.
• Working environment across time zones requires flexiblity in schedule and managing time zones.
• Work and performing duties requires ability to travel domestically or internationally as needed for ICANN mtgs.
• While performing the duties of this job, the employee is frequently required to stand and walk. The employee regularly is required to sit. The employee is frequently required to talk or hear; use hands and arms to reach, handle or feel.
• The employee may occasionally lift and/or move up to 25 pounds