Executive Administrative Officer
Project Description: PRIMARY FUNCTION/PURPOSE: The Executive Administrative Officer will provide support to the President and Chief Executive Officer (CEO) in a range of areas including scheduling and calendar maintenance, prioritizing and handling of inbound and outbound communications, preparing agendas and records of meetings, organizing travel, managing expense reports, word processing, and file maintenance. H/she will liaise with the Board of Directors, high level dignitaries and other government representatives, as well as other visitors who interact with IFES. H/she will provide administrative and research support to the Board Affairs & Compliance Advisor and the Senior Congressional Officer when deemed appropriate. H/she will support and manage special projects as assigned by CEO and/or Executive Team. Job Responsibilities: MAJOR DUTIES AND RESPONSIBILITIES: Support to the President and CEO: • Maintain daily calendar for the President and CEO; schedule meetings and appointments, both internal and external. • Handle domestic and international travel arrangements (i.e. travel visas, hotels, flights, briefing materials, etc.) and expense reporting for President and CEO and Executive Office. • Coordinate and oversee the core initiatives of the Executive Office; track tasked projects to completion. • Prepare meeting agenda and records/minutes of Senior Staff, Executive Team and Board Meetings. • Communicate guidance and recommendations on behalf of the President and CEO. • Coordinate drafting and finalizing of internal documents. • Draft memos, emails, letters, reports and communiques for the Executive Office. • Handle calls, mail and other communication through the Executive Office. • Liaise, at times, for the Executive Office on highly confidential information. • Prepare and process time sheets for the Executive Office. • Prepare and process expense reports and travel claims for the President/CEO. • Other duties as assigned. Support to Board Affairs, Congressional Outreach and Executive Management Team/Senior Staff: • Provide logistical and administrative support for meetings on the Hill and with IFES’ Board of Directors. • Assist the Manager of Board Affairs and Outreach when deemed appropriate; conduct research at the direction of the Senior Congressional Officer when deemed appropriate. • Assist the Executive Office with annual fundraising events to include donor correspondence and tracking of gifts. • Provide follow up and coordination on agenda items with the Executive Management Team. • Assist the Executive Management Team when appropriate. • Other duties as assigned. POSITION SCOPE: Manages work activities with internal and external partners to assure the achievement of assigned objectives. Develops work plans and schedules and enforces compliance with work processes or protocols. Adapts standard procedures or recommends new methods to improve operational effectiveness. DECISION MAKING/PROBLEM SOLVING: Identifies multi-faceted problems affecting achievement of individual goals, requiring research into internal and external factors. Realigns responsibilities to meet changing needs. Analyzes and interprets issues and proposes alternative solutions, relying on knowledge of professional standards and principles. Consults with necessary stakeholders regarding issues, possible solutions and implementation of alternatives. Implements solutions after approval; held accountable if no action is taken. FISCAL RESPONSIBILITY: Prepares routine financial reports in compliance with IFES policies and procedures. Processes routine transaction in compliance with IFES procedures. RELATIONSHIPS: Collaborate with assigned internal and external partners to develop and deliver programs and services, and/or establish processes or protocols that support desired results. SUPERVISION EXERCISED: None. Qualifications:
POSITION REQUIREMENTS: Education: Bachelor’s degree required. Experience: 4+ years administrative experience and/or training. Related Skills or Knowledge: Ability to work well in a fast-paced environment while still maintaining attention to detail. Exceptional organizational skills are required. Experience with Microsoft Excel, Word and PowerPoint required. Ability to prioritize, take direction, and handle varied tasks within deadlines and in a fluid working environment. Strong communicator, including excellent drafting skills. Collaborative, team oriented individual. Ability to handle complex situations with diplomacy and tact. LANGUAGE SKILLS: English required. Proficiency in another language a plus. TRAVEL: Travel may be required, up to 10%. PHYSICAL REQUIREMENTS/WORK ENVIRONMENT: Standard office work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
“All qualified applicants/employees will receive consideration for employment/promotions and will not be discriminated against on the basis of disability, sex, sexual orientation, gender identity, age, race, color, religion, national origin, veteran status, or any other legally protected characteristic.
IFES takes affirmative action with respect to the employment and promotion of women, minorities, individuals with disabilities, and covered veterans. IFES will also take affirmative action on the basis of sexual orientation and gender identity.
IFES is a VEVRAA Federal Contractor”