Executive Assistant

Location
Washington D.C.
Posted
May 22, 2017
Closes
Jun 26, 2017
Ref
Executive Assistant
Function
Administrative
Industry
Nonprofit
Hours
Full Time

The Executive Assistant manages multiple day-to-day activities relating to scheduling, travel, accounting, and correspondence.

Position Requirements:  

  • Undergraduate degree.
  • At least three years of relevant administrative experience.
  • Excellent verbal and written skills in English.
  • Familiarity with Microsoft Office.
  • Detail-oriented individual with strong organizational skills.
  • Ability to organize time, manage diverse activities and meet deadlines.
  • Flexibility to changing situations and priorities.

Primary Functions & Responsibilities:

  • Completes a broad variety of administrative tasks for the Chief Operating Officer (COO) and two Vice Presidents including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Arranges travel and meetings by collaborating with program divisions to develop itineraries and agendas; schedules travel and reconciliations through Concur, and makes other necessary arrangements as needed.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the COO and Vice Presidents, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the Executive Office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
  • Works closely and effectively with the COO and Vice Presidents to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place and keeping the Vice Presidents updated.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Supports the summer Internship program by assisting with recruitment and coordinating interviews, arranging off-site visits to area institutions and being a general daily point of contact for participants.
  • Works with Executive Assistant to the President and Executive Vice President to assist all members of the Executive Office, including covering duties when she is out of the office.
  • Assists Executive Assistant and External Affairs Associate with facilitation of internal events such as brown bag lunches, trainings, and staff appreciation events.
  • Supports the maintenance of IRI’s contact database
  • Provides support of Board meeting preparations such as binder creation and mailing, and staffing the day of as needed.
  • Performs other duties as assigned.