Executive Secretary

Employer
AARP
Location
Washington, DC
Posted
Jan 18, 2023
Closes
Feb 17, 2023
Ref
4188
Industry
Nonprofit
Hours
Full Time
Overview

AARP Services, Inc., founded in 1999, is a wholly-owned taxable subsidiary of AARP. AARP Services manages the provider relationships for and performs quality control oversight of the wide range of products and services that carry the AARP name and are made available by independent providers as benefits to AARP's millions of members. The provider offers currently span health products, financial products, travel and leisure products, and life event services. Specific products include Medicare supplemental insurance; credit cards, auto and home, mobile home and motorcycle insurance, life insurance and annuities; member discounts on rental cars, cruises, vacation packages and lodging; special offers on technology and gifts; pharmacy services and legal services. AARP Services also engages in new product development activities for AARP and provides certain consulting services to outside companies.

As the Executive Secretary for the Health Products and Services team within AARP Services, you will provide professional administrative support directly to a department's executives and/or functional area. In addition, you will support the business unit by regularly providing expert calendar management, scheduling and expense report preparation for department executives and other administrative-level support for the department on a variety of projects, programs, and initiatives that are typically division-wide or organization-wide. Prepare departmental, ad-hoc reports, and routes vendor invoices. Participate in and contribute to special projects as needed. Maintain a high level of professionalism. Handle highly important or confidential information. The Executive Secretary interacts professionally with and exhibits a high level of customer service when working with clients, members, or other external and internal customers.

Responsibilities

  • Provides professional administrative support directly to senior leadership or functional area, including making travel arrangements, preparing expense reports, and scheduling meetings by reserving conference rooms, coordinating meetings, catering, assisting with team events or trainings, and technology support. Assists with the new hire onboarding.
  • Receives and responds to correspondence sent to senior manager and maintains departmental records.
  • Serves as a team resource on office procedures and standard business practices and systems, with a goal of making team more efficient. Maintains proper documentation on policies and procedures.
  • Tracks project/program activities and participates in project activities including preparing budget or ad-hoc reports, monitor vendor invoices, ordering and inventory control, etc.
  • Contributes as needed for inputs to department presentations or reports.
  • Builds collaborative working relationships across the organization, with external partners, and/or with vendors. Maintains an understanding of the relationships important to the department or team's work.

Qualifications

  • Completion of an Associate's degree preferred and 5+ years of administrative-level experience; or an equivalent combination of training and experience related to the duties of the position.
  • Expertise in Calendar Management with a demonstrated ability to learn priorities and distinguish among multiple competing priorities for multiple department executives' time and limited resources. Maintains multiple executives' calendars effectively to allow for adequate meeting participation and pre-meeting preparation.
  • Expertise in Travel Management including anticipating the needs of executives when planning travel including but not limited to: time zones, travel time, airport layover time, hotels and proximity to meetings, rental cars, and other considerations.
  • Expertise in event management and coordination required to plan multi-day meeting logistics (e.g. meals, building access, assistance with in-town logistics, etc.), large group meetings including coordinating AV/IT support and meals, refreshments, etc.
  • Ability to develop, build, and maintain solid professional relationships with senior-level internal and external constituents required.
  • Ability to prioritize and multitask and a superior aptitude to manage and distinguish the hierarchy/priority of multiple projects/tasks simultaneously.
  • Solutions orientation and superior problem-solving ability with the comfort level to ask the right clarifying questions in order to exercise sound independent judgment to work through tasks when full clarity isn't currently available.
  • Advanced proficiency with Microsoft Office systems including Teams, Outlook, Word, Excel and PowerPoint preferred.

Physical Demands:
  • Regular and reliable job attendance.
  • Effective verbal and written communication skills.
  • Exhibit respect and understanding of others to maintain professional relationships.
  • Can-do attitude with positive energy and professional presence.
  • Independent judgement and discretion requiring the employee to compare and evaluate various courses of conduct and make a decision (or recommend a decision to be made) after various possibilities have been considered.
  • In office/open office environment with the ability to work effectively surrounded by 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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