Executive Assistant

Employer
AARP
Location
Washington, DC
Posted
Jul 01, 2022
Closes
Jul 22, 2022
Ref
2444
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 Secretary provides dedicated administrative support directly to senior leadership, including but not limited to answering calls, greeting visitors, managing travel, preparing/submitting expense reports, document/report preparations, and records management. This role plans, schedules, coordinates, and execute complex meetings with various internal and external stakeholders / oversee assembly and distribution of meeting materials. Assists with project management to include, but not limited to, collaborating, organizing, and tracking various department/organizational projects as assigned.

Responsibilities

  • Performs administrative support functions for the Office and for AARP Board Members as related to their service on the Board, including complex scheduling for individuals and groups, expense submissions, and travel logistics.
  • Maintains the Board calendar in close coordination with the Corporate Secretary.
  • Drafts correspondence and other communications (emails and letters) as directed by the Corporate Secretary. Maintains office filing systems both electronic and hard copy, in compliance with AARP's Records Management Policies.
  • Provides logistical support for the mailing of Board and Committee materials in advance of meetings.
  • Supports logistical set-up for quarterly Board and committee meetings as assigned including group dinner reservations, room sets, supplies, tent cards, name badges and catering, utilizing project management skills to identify and track the timely completion of essential tasks.
  • Provides administrative support for corporate governance initiatives and projects.

Qualifications

  • 2+ years of college and 6+ years experience providing executive support to multiple high-level executives in a team environment. Additional experience may substitute for a college education.
  • Effectively conveys information verbally and in writing to different audiences. Flexible team player who thrives in a fast-paced environment requiring an ability to effectively prioritize and juggle multiple concurrent projects.
  • Strong ability to build rapport and establish strong working relationships. Must be able to relate openly and comfortably with a wide variety of individuals.
  • 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.
  • Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
  • Strong organizational skills and an ability to focus on the details are critical skills to ensure success. Experience with using project planning and management techniques is essential.
  • 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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