Senior Executive Assistant

Employer
AARP
Location
Washington, DC
Posted
May 01, 2021
Closes
May 15, 2021
Ref
12461203
Function
Administrative
Industry
Nonprofit
Hours
Full Time
Business Unit Description
Summary

This Senior Executive Assistant position is responsible for administrative support to the Executive Vice President (EVP) and Chief Diversity Officer (CDO) for AARP. Duties include calendar scheduling and meeting set-up, financial record keeping such as submitting travel expenses, coordinating meetings and conferences, obtaining supplies, filing, answering phones, sorting/distributing mail, and other tasks related to helping the EVP/CDO with her day-to-day schedule and workload. There may also be some work on select special projects or assistance to the Office of Diversity, Equity and Inclusion.
Responsibilities
  • Maintain EVP's calendar. Help prioritize competing meeting requests.
  • Build briefing materials for EVP's speaking engagements.
  • Organize meeting logistics for EVP, including material preparation, room set-up, catering, agendas, files, taking and distributing notes as requested, conference room equipment and virtual communications technology, etc.
  • Schedule travel for EVP and prepare expense reports.
  • Serves as a resource to the Office of Diversity, Equity, and Inclusion team on office protocols, standard business practices and systems, with a goal of making our team more efficient; this includes documenting procedures and recommending improvements, as appropriate, to increase efficiency.
  • Coordinates with other administrative staff across the AARP enterprise as needed.
  • Performs other administrative functions as assigned, including processing sensitive and confidential matters.
  • Facilitate EVP's presentations and trouble shoot basic technology issues.
Requirements
  • Bachelor's degree required.
  • 10+ years of administrative and coordination experience, with 5+ years supporting senior executives and/or C-Suite leaders.
  • Proven ability to work with senior executives in an executive office environment.
  • Knowledge of administrative practices including coordinating, planning, and office management.
  • Excellent organizational skills and accuracy when working with details.
  • Ability to maintain confidentiality and to establish trust with senior executives and other staff.
  • Ability to work well with both external stakeholders and staff at all levels of the organization.
  • Ability to work well under pressure, including prioritizing multiple projects and special assignments (sometimes with competing deadlines) and managing them to completion.
  • Strong communication skills (written and verbal), flexibility and multi-tasking capabilities are a must.
  • Must possess a high level of interpersonal skills to handle sensitive and confidential situations.
  • Strong ability to remain flexible when priorities shift.
  • Proficiency with MS Office (Office 365 is ideal), and experience with travel and expense systems are preferred.
  • Must have full knowledge of current technology, including conference room equipment and virtual communications technology.
Compensation and Benefits

AARP offers competitive benefits with a 401(k); 100% company-funded pension plan; health, dental, and vision plans; life insurance paid time off to include company and individual holidays, vacation, sick, caregiving, and parental leave; performance-based and peer-based recognition; tuition reimbursement; among others. Visit careers.aarp.org/benefits for more information.

As a result of the COVID pandemic, all interviews will be held virtually and all non-essential employees will continue to work remotely until further notice.
Equal Employment Opportunity

AARP is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. AARP does not discriminate on the basis of race, ethnicity, religion, sex, color, national origin, age, sexual orientation, gender identity or expression, mental or physical disability, genetic information, veteran status, or on any other basis prohibited by applicable law.

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