Hybrid Executive Assistant To Ceo

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Job details

This Jobot Job is hosted by Emily Klopfenstein

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Salary $85,000 - $95,000 per year

A Bit About Us

Our client is a nonpartisan, nonprofit diplomacy center founded in 1960 with the vision that greater understanding and collaboration between the United States and the world leads to a more secure, prosperous future for all. Headquartered in Washington, D.C. on a four-acre campus with two historic properties, and our client has long served as a place where global leaders strengthen engagement between the U.S. and the world. We do this by partnering with the U.S. government, the private sector and the diplomatic community on our three programmatic pillars global leadership, diplomacy and culture.

Why join us?

Great culture and benefits! Hybrid work schedule!

Job Details

Under the overall supervision of the CEO, with day-to-day guidance from the EVP, our clientseeks an experience Executive Assistant with direct responsibility for the overall maintenance of the Executive Office (EO) day-to-day including, but not limited to managing calendars, scheduling, logistics, correspondence, oversight of EO finance, and central liaison to Board of Trustees.

This position is located in Washington D.C. and requires MD, DC, or VA residence for all employees. The position may work partially remotely.

Position Responsibilities

Manage scheduling of meetings and appointments for the EO, prioritizing requests and troubleshooting conflicts to ensure smooth day-to-day engagements, and providing the EO with detailed monthly and weekly schedule look-ahead reports

Respond and manage all EO correspondence including phone calls, emails, meeting requests, invitations, etc. in a timely, professional, and courteous manner

Draft written correspondence including donor and speaker thank you notes on behalf of the EO

Serve as gateway between EO and the management team, managing information and projects as delegated, providing follow up reports and highlighting issues for resolution; Also, coordinating staff meetings. Organize and prioritize daily/weekly/monthly decisions, actions, projects or issues for EO's attention and action

Ensure EO principals are well prepared in advance of events and meetings by preparing briefing and presentation materials, coordinating briefings by staff etc.

Serve as the central liaison for Board of Trustees throughout the year sending out regular correspondence and facilitating Trustee requests, inquiries etc.

Support planning and execution of quarterly Board meetings and All-Staffs, including all logistical arrangements, invitations and RSVP tracking, drafting the agenda, preparing and distributing the Board briefing book and materials, setting up Committee meetings, preparing meeting minutes and following-up on action items

Regular maintenance of Salesforce database to include Input EO scheduling actions/meetings; Enter and update contact and bio information of EO contacts

Greet arriving visitors to the EO, appropriately as a steward of the organization

Coordinate all necessary logistics for EO international and domestic travel

Coordinate with Finance to develop annual EO budgets and forecasts and input data into budget system; review monthly financial reports to identify and investigate significant budget variances.

Coordinate with Finance to reconcile/approve expense reports within deadlines and prepare invoices and payment requests; develop understanding of finance payment systems and processes, account coding, and approval requirements

Maintain appropriate inventory of office supplies and meticulous filing system for all EO documentation

Responsible for completing all organizational administrative responsibilities in a timely manner and meeting all organizational administrative deadlines

Other duties as assigned

Education/Experience

Undergraduate degree in Business Administration, Management or related fields

7+ years of Executive Assistant or related experience

Demonstrated experience interacting with high level principals

Or any equivalent combination of training, education, and experience that demonstrates the ability to perform the essential functions of the position

Knowledge, Skills, Abilities

Must exhibit discipline, integrity, discretion, and respect at all times

Must be a doer – a self-starter who works independently; is highly organized, pragmatic, detail oriented, and resourceful; and is adaptive and resilient when confronted with surprises and setbacks

Must have excellent verbal and written English communications skills

Must have demonstrated confidence, judgment and the ability to prioritize competing tasks

Strong inter-cultural communication skills; maturity, cultural sensitivity, and tact suitable for working with individuals from around the world

Technical Requirements

Proficiency in Microsoft Office, including Word, Excel and PowerPoint, Outlook and Teams is necessary for this role, as is the ability to successfully manage Zoom/Teams/WebEx and other virtual meeting spaces

Experience with Salesforce required; experience with Canva is helpful

Interested in hearing more? Easy Apply now by clicking the "Apply" button.

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Click our Jobot logo and follow our LinkedIn page!