Executive Assistant to the US President (Administrative)

An individual must be able to perform each essential duty listed below at a satisfactory level:

• Schedules diverse and complex appointments, meetings, and travel arrangements. May prepare complex itineraries for multiple constituents.
• Provides support for US board level committees. Coordinates team board reports.
• Attends high-level meetings; records, interprets, drafts, type, and distributes (pending approval) minutes of said meetings.
• Composes, prepares, and edits internal and external correspondence and documents including correspondence, reports, drafts, memos, and emails.
• Uses multiple software programs to develop, design, and update documents, spreadsheets, and presentations. Types reports, memos, letters, and other documents. Organizes content provided by others and designs presentations.
• Greets visitors and clients and determines whether they should be given access to specific individuals. Answers phone calls and directs calls to appropriate parties or take messages.
• General clerical duties including photocopying, faxing and mailing. Open, sort, and distribute incoming correspondence. Reads and analyzes incoming memos, submissions, and reports to determine their significance and manage their distribution. Maintain electronic and hard copy filing system.
• Makes recommendations to solve highly complex problems requiring research and information from multiple sources or advanced knowledge in a thorough and timely manner. Analysis and interpretation of widely varying situations. Achieves resolution through unique approaches and/or reference to a variety of policies, precedents, and past practices.
• Decision-making guided by varied and less defined instructions and practices requiring broader interpretation.
• Coordinates high profile events with timelines that range from weeks to months in advance. Planning typically requires coordination and input from multiple people/units. Coordinates mass mailings for high-profile events, conferences, retreats, and meetings.
• Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary requirements and implementing changes.
• Serves as a training resource to less experienced staff regarding quality of work, policies and procedures.
• Monitors supplies and orders inventory; anticipates needed supplies; places and expedites orders; verifies receipt of supplies.
• Establishes supply budgets; selects vendors, uses signature and purchasing authorization. May authorize expenditures within certain limits. Responsible for staying within budget and following budgetary guidelines.
• Responsible for contract management and processing invoices and expenses for multiple staff members.
• Often coordinates team wide initiative or activities on behalf of the entire team. (office move, team meetings, etc.)
• Develops, monitors, and reconciles budgets.
• Prepares agendas and schedules for meetings.
• May deal with confidential issues and information using discretion and excellent judgment.
• Other duties as assigned.