Executive Assistant

Employer
AARP
Location
Washington, DC
Posted
Aug 01, 2022
Closes
Aug 31, 2022
Ref
3038
Function
Administrative
Industry
Nonprofit
Hours
Full Time
Overview

AARP is the nation's largest nonprofit, nonpartisan organization dedicated to empowering people 50 and older to choose how they live as they age. With a nationwide presence and nearly 38 million members, AARP strengthens communities and advocates for what matters most to families: health security, financial stability and personal fulfillment. AARP also produces the nation's largest circulation publications: AARP The Magazine and AARP Bulletin.

The Executive Assistant provides dedicated administrative support directly to senior leadership, including but not limited to answering calls, greet visitors, managing travel, preparing/submitting expense reports, document/report preparations and records managements. As the Executive Assistant, you will plan, schedule, coordinate, and execute complex meetings with various stakeholders and oversee assembly and distribution of meeting materials. This position also assists with project management, including collaborating, organizing, and tracking department/organizational projects as assigned.

Responsibilities

  • Supports business unit by regularly providing administrative level support to senior leadership. Prepares budget reports and other materials, schedules meetings for departmental staff, reserves conference rooms, makes travel arrangements and prepares travel expense reports forms.
  • Manages invoices and payment processes for the department.
  • Assists on a variety of projects, programs, and initiatives that are typically division-wide or enterprise-wide. Conducts research, summarizes data, creates presentations, facilitates meetings, tracks budget and other project/program activities, organizes and maintains electronic records, and prepares and processes various forms. Analyzes and develops reports and provides recommendations.
  • Conducts evaluation of existing business processes for the purposes of identifying and executing on improvement initiatives. Analyzes and tests current processes and systems to determine effectiveness and efficiency. Participates in the process change implementation, adoption, and testing process.
  • Coordinates, monitors, and tracks a variety of processes and projects to ensure timely and accurate completion and compliance. Troubleshoots problems, provides assistance to staff, and suggests alternatives to make processes more efficient. Ensures adherence to internal and external quality standards.
  • Processes and prepares accounting entries for expense reports, budget transfers. Reviews and audits financial statements and reports and ensures all calculations and data entries are correct. Responds to inquiries from internal clients and researches and resolves concerns or discrepancies.
  • Organizes project teams and leads internal and external team members and stakeholders to deliver on project goals. Establishes project communication plans and ensures internal/external stakeholders are informed regarding project processes and impact.

Qualifications

  • 2+ years of college and experience providing executive support to multiple high-level executives in a team environment. Additional experience may substitute for a college education; accounting background preferred.
  • Effective written/ verbal communication and organizational skills.
  • Flexible team player who thrives in a fast-paced environment requiring an ability to effectively prioritize and juggle multiple concurrent projects. Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
  • Strong ability to build rapport and establish strong working relationships.
  • Ability to "see around corners" and identify and mitigate potential issues as well as think quickly on your feet. Can make sense of complex and sometimes contradictory information to effectively solve problems.
  • Ability to take initiative with minimal supervision, but also recognizes when "consultation" is required.
  • Ability to maintain confidentiality and exercise sound judgment and discretion is essential.
  • Able to work in an environment with moderate noise.

Flexible Work Arrangement (FWA)

AARP observes Mondays and Fridays as telecommuting workdays, except for essential functions. Remote work and telecommuting can only be done within the United States and its territories.

Compensation and Benefits

AARP offers a competitive compensation and benefits package including a 401(k); 100% company-funded pension plan; health, dental, and vision plans; life insurance; paid time off to include company and individual holidays, vacation, sick, caregiving, and parental leave; performance-based and peer-based recognition; tuition reimbursement; among others.

Equal Employment Opportunity

AARP is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. AARP does not discriminate on the basis of race, ethnicity, religion, sex, color, national origin, age, sexual orientation, gender identity or expression, mental or physical disability, genetic information, veteran status, or on any other basis prohibited by applicable law.

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