Executive Secretary

Washington, DC
Jun 12, 2021
Jul 03, 2021
Full Time
Business Unit Description

AARP is the nation's largest nonprofit, nonpartisan organization with a membership of nearly 38 million that helps people 50+ turn their goals and dreams into 'Real Possibilities' by changing the way America defines aging. Integrated Communications and Marketing is a multimedia, service-focused operation that leads in shaping the impression of AARP by providing communications planning, marketing, support and execution for AARP's strategic business units.

Performs highly responsible administrative support functions primarily in direct support of Senior Vice President and Editorial Director (and other team members on an as needed basis) in Integrated Marketing and Communications (ICM). Performs a full range of clerical and administrative support functions. Coordinates an extensive schedule on behalf of the executive, composes correspondence, tracks assignments and special projects. Assists the public, members, volunteers, and staff in providing information or resolving problems. Incumbent in this position may perform all or a significant combination of tasks described below depending on operational requirements.

Responsibilities include the following:
  1. Screens calls and visitors, answers questions and handles routine matters. Redirects calls/visitors to appropriate staff based on subject matter.
  2. Maintains calendar and keeps supervisor informed of appointments. Establishes and responds to changing deadlines and priorities; accepts or declines invitations to meetings; and makes arrangements for representation by an appropriate staff member when SVP is unavailable.
  3. Keeps abreast of SVP's immediate and long-term commitments and plans; identifies conflicts, flags problems for SVP's intervention, and makes changes as appropriate.
  4. In the absence of the SVP, assumes responsibility for ensuring that requests for action or information, which would normally receive the SVP's attention, are made known to responsible managers or staff personnel who can satisfy the request. Monitors resulting activities for the purpose of briefing the SVP. Decides whether important or emergency matters should be brought to the SVP's attention.
  5. Makes travel and hotel arrangements; arranges schedule of visits and transportation; notifies organizations and officials to be visited; and submits expense statements.
  6. Receives all correspondence for the SVP and replies to mail not requiring the SVP's attention. Routes non-essential matters to other staff, and follows-up to ensure actions were taken.
  7. As an executive support person, routinely handles sensitive or confidential information and maintains total confidentiality in all support activities
  • Completion of High School, GED and/or Vocational training, an Associate's degree desirable, and 4 years of experience or equivalent training and experience to include progressively responsible administrative and coordination experience working in an executive office environment.
  • Working knowledge of administrative practices including coordination, planning, and office management. Requires good organizational skills and accuracy when working with details, and flexibility to adjust to changing priorities and work on multiple projects.
  • Skilled in using the personal computer and contemporary software packages. Proficiency in spreadsheet development required. 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.
  • Excellent project management, communication and organizational skills.
  • Demonstrated ability to work effectively as a part of a team.
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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