Duties

The executive assistant is expected, on a routine basis, to be able to:

• perform a variety of sensitive and complex administrative assignments on behalf of the executive director and members of MACPAC;
• perform special assignments and projects that are of a sensitive or high priority nature;
• provide support for the Commission meetings, including pre- and post-meeting efforts, day-of onsite support, assessing the need for meals, quality control/review of meeting materials, assembly and distribution of materials for Commissioners, managing production and posting of transcript after the meeting;
• manage all contracts with vendors related to commission meetings and other events, including catering, hotel, venue, courier, and transcriber;
• maintain the executive director's calendar, schedule appointments and attendance at conferences and resolve appointment conflicts as necessary;
• prepare and brief the executive director on critical matters to be considered before scheduled meetings, keeping her/him advised on time, place and topics to be discussed;
• make all necessary travel arrangements for the executive director, including scheduling visits, making hotel and travel reservations, maintaining contact with executive director while en route, writing necessary correspondence upon return, and submitting travel vouchers and reports as required;
• review incoming correspondence for the executive director, including requests for meetings, screening out items that can be handled personally or forwarded to other appropriate staff for action;
• maintain organizational files for archival purposes, including meeting materials, publications, official correspondence, technical assistance requests, summaries of annual activities, and actions related to conflict of interest policies;
• perform other duties as assigned, demonstrating commitment to team and personal success.

Requirements

Conditions of Employment

https://phf.tbe.taleo.net/phf03/ats/careers/requisition.jsp?org=MACPAC&cws=1&rid=48 .

Qualifications

In order to perform the major duties listed above, the executive assistant must have:

• excellent organizational skills and demonstrate attention to detail and accuracy;
• ability to take initiative, work independently, assess priorities, meet deadlines, and manage multiple activities with a high level of efficiency;
• ability to work with a team;
• ability to quickly adjust plans, schedules, and agendas to meet rapidly changing needs and priorities;
• strong knowledge of software applications, particularly MS Word, PowerPoint, and Adobe Suite; and
• excellent communication skills.

Education

The minimum requirements for the executive assistant position include:

• bachelor's degree or equivalent work experience; and
• five years of successful executive level administrative support role(s) with U.S. government agencies, well-regarded companies, or nonprofit organizations.