Administrative Associate

Employer
AARP
Location
Washington, DC
Posted
Oct 14, 2021
Closes
Nov 13, 2021
Ref
1685
Function
Administrative
Industry
Nonprofit
Hours
Full Time
Overview

AARP is the nation's largest nonprofit, nonpartisan organization dedicated to empowering people 50 and older to choose how they live as they age. With a nationwide presence and nearly 38 million members, AARP strengthens communities and advocates for what matters most to families: health security, financial stability and personal fulfillment. AARP also produces the nation's largest circulation publications: AARP The Magazine and AARP Bulletin.

The Executive Secretary performs administrative work primarily to equally support the operations of the Senior Vice President of Policy and Brain Health and Senior Vice President for the Office of Policy Development and Integration (OPDI). Work includes administrative support for the smooth functioning of both departments including scheduling and coordination of in-person and virtual meetings, arranging travel and logistics, composition of agendas and correspondence, processing of expenses and reimbursements, ordering supplies, overseeing catering for meetings and assisting with meetings and events as required. Incumbent(s) in this position may perform all or a significant combination of the tasks described below depending on operational requirements.

Responsibilities

  • Performs administrative work in support of the SVPs, direct reports and/or designees as assigned. During periods when the SVPs are absent or unavailable, monitors office activities and refers requests for action/information to appropriate personnel.
  • Acts as a receptionist and coordinates and facilitates logistics across other departments within PRI and AARP more broadly. Responsible for answering and monitoring incoming phone calls, emails, and faxes to general departments' in-boxes and numbers.
  • Provides scheduling assistance and daily calendar management for the SVPs. Monitors SVPs schedules to ensure timeliness and informs participants should delays occur.
  • Makes arrangements for travel and hotel accommodations for SVPs and arranges transportation as needed, and submits their expense statements and reports for reimbursement.
  • Prepares materials such as copies of documents, power points, video and conference call logistics in advance of meetings. Assists with logistics for policy meetings, conferences and forums. This includes ordering and overseeing catering requests, and assisting with travel, hotel, meeting spaces, and tracking and submitting expenses and reimbursements for external experts, volunteers and others.
  • Reviews and proofreads outgoing correspondence, documents reports, etc. Checks format, grammar, and punctuation, and makes corrections as needed. Composes administrative correspondence based on verbal and/or written instructions. Tracks action correspondence, reminds staff of deadlines, and performs other administrative functions, including processing sensitive and confidential matters.
  • Utilizes range of computer software and updates and maintains computer skills as needed to support PBH and OPDI with administrative needs.
  • Orders supplies and equipment, and maintains office orderliness, management and smooth functioning. Facilitates distribution of OPDI/PBH materials and provides assistance with keeping both departments' InfoNet sites current.

Qualifications

AA degree or equivalent years of job experience and 3 + years of job-related training or experience in a secretarial capacity with demonstrated secretarial skills to include progressively responsible administrative and coordination experience working in a director and/or an executive office environment. Strong editorial and proof reading skills are essential. A working knowledge of administrative practices including coordination, planning, and office management is required as well as good organizational skills and accuracy when working with details. Skilled in using the personal computer and contemporary software packages including powerpoint, excel, Microsoft and financial management platforms. Proficiency in spreadsheet development helpful.

Skills required:
  • organization,
  • time management,
  • multi-tasking,
  • fine attention to detail (include very good at proof reading documents/emails)
  • follow-through
  • resourcefulness-problem solver

Compensation and Benefits

AARP offers a competitive compensation and benefits package including 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.

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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