Executive Assistant

Expiring today

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.