Senior Administrative Assistant

Location
Washington, DC
Posted
Mar 06, 2018
Closes
Apr 10, 2018
Function
Administrative
Industry
Nonprofit
Hours
Full Time

This position has a duel reporting structure to the COO and Senior VP of International Programs.  The Senior Administrative Assistant (AA) is responsible for providing high-level administrative support.  The Administrative Assistant serves as the primary point of contact for all matters that pertain to the COO and International Program teams. S/he must be comfortable working in a diverse global organization that is mission- driven and results oriented.  The ideal individual will have the ability to exercise good judgment, have strong written and verbal communication, administrative, organizational skills and be able to maintain a balance between competing priorities.  S/he will have the ability to work under pressure at times and will know how to handle confidential matters with discretion. The Administrative Assistant will play a critical role in ensuring smooth day-to-day operations for the COO, Sr. VP of International Programs (IP), and the Senior Program Directors.

Main Responsibilities

Executive Level Support

  • Performs a variety of administrative tasks including calendar management for the COO and Sr. VP, IP
  • Responsible for scheduling and serves as the primary back up for all administrative tasks for the Executive Assistant to the CEO.
  • Interfaces effectively and professionally with senior level staff both internally and externally.
  • Sets up and prioritizes meetings in order to maximize the time of the COO and Sr. VP, IP 
  • Works with the technical leads to compile briefing packs with talking points and background reading required for meetings.
  • Responds, as appropriate, on behalf of the COO/ Sr. VP, IP to invitations and requests for information.
  • Maintains all files for the IP teams
  • Drafts correspondence on behalf of the COO/ Sr. VP, IP
  • Manages all travel logistics , including securing the appropriate travel documents, i.e. Visas, for both domestic & international for the COO/ Sr. VP, IP
  • Processes expense reports and handles the IP credit card
  • Assists with the budget expenditures for IP
  • Organizes meetings, retreats and conferences.
  • May negotiates rates with hotels and vendors on behalf of the organization.
  • Performs additional administrative duties as needed.

International Programs Teams Support

  •  Provides general support and assistance to the Sr. Directors of each practice area.
  • Assists with the planning and organizing of weekly IP meetings, such as Monday morning round up, Senior Management Team (SMT), etc.
  • May attends and takes minutes for meetings at the request of the COO and/or Sr. VP, IP
  • Assist in managing travel logistics both domestic & international.
  • Arranges all bookings with hotels, catering, transportation and any other requirements when needed.
  • Processes expense reports and ensure timely handling and reimbursements.
  • Support processing of consultant contracts

Qualifications needed to be successful on the job

The Sr. Administrative Assistant will have a demonstrated commitment to Plan International’s Mission and a willingness to embrace and work according to the organization’s core values; accountability, passion, integrity, respect, and excellence.

In addition, the individual will have a commitment to adhering to Plan’s Child Protection Standards and protecting the wellbeing of children in any situation that may arise.

Skills needed to be successful on the job:

 

  • Strong oral and written communication skills
  • Strong editing and proof-reading skills
  • Ability to manage multiple demands and priorities, and negotiate timelines
  • Excellent customer service and interpersonal skills; ability to maintain a high degree of professionalism in all circumstances
  • Ability to look forward, anticipate needs, and plan accordingly
  • Ability to establish and sustain interpersonal and professional relationships with Plan staff in overseas offices, in donor organizations and in peer organizations
  • Ability to maintain high level of confidentiality 
  • Full English language fluency required
  • Administrative skills and advanced knowledge of computer applications (MS-Word, Excel, PowerPoint).

Education and Experience

  • Bachelor’s Degree required
  • Experienced advanced knowledge of computer applications (MS-Word, Excel, PowerPoint).
  • 7+ years’ experience working directly for a COO or senior executive in an administrative role

Physical Demands

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Work Environment

  • Typical office environment
  • Job is based in the Plan’s Washington, DC Office
  • Occasional domestic travel may be required
  • Occasional evenings and weekends required
  • Ability to work hours outside of a normal workday may be required

Key Interactions

Within Plan International USA

  • Senior Leadership Team, managers, staff

Within the Global Plan World

  • Visiting Field staff, International, Country and/ or National Office staff

Outside Plan

  • Visitors and guests from peer organizations, USG staff at USAID, the State Department, and other institutions as required

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