Administrative Associate

• Provides assistance with day-to-day operations of the Innovation and Product Development department.
• Provides highly responsible management support by identifying and researching problems, questions and issues related to office functions and procedures.
• Trouble-shoots operational problems, provides assistance to staff, and suggests alternatives to make processes more efficient and achieve desired project outcomes.
• Leads the meeting logistics and set-up for Innovation and Product Development meetings, which may be held in-person or remotely via videoconference.
• Performs complex scheduling that often involves coordination of calendars for several individuals. Completes scheduling tasks in a fast-paced environment, taking             initiative to resolve conflicts and identify and confirm meeting times that are amicable to required participants.
• Prepares expense reports, makes travel arrangements and prepares monthly tracking reports in compliance with AARP’s Travel and Expense policy.
• Supports financial processes including budgeting, forecasting, invoice processing, and tracking vendor performance against deliverables.
• Creates templates, formats, and reports to support management process and information needs. Prepares and reviews documents for accuracy, appropriateness, and consistency of message.  Writes correspondence, documents and responses to internal requests.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Regularly uses software technologies and tools, including Doodle polls and Microsoft Office.
• Works collaboratively across the Enterprise, and with outside partners and vendors as directed to provide needed services in an expeditious and effective manner
• Strong Communicator/Writer –Effectively conveys information verbally and in writing. 
• Flexible/Adaptable/Able to Manage Multiple Priorities – Flexible team player who thrives in a fast-paced environment requiring an ability to effectively prioritize and juggle multiple concurrent projects.
• Exceptional Interpersonal Skills – Strong ability to relate with the Executive Team members’ office and staff, leadership team and other Enterprise key personnel. 
• Proactive and Quick-Thinking – Ability to “see around corners,” and identify and mitigate potential issues as well as think quickly on their feet.
• Highly Organized and Detail-Oriented – Strong organizational skills and an ability to focus on the details are critical skills to ensure success in this high-pressure environment.
• Self-Motivated/Ability to Work with Little or No Supervision – Ability to take the initiative with minimal supervision, but also recognizes when “consultation” is required/necessary.
• Sophisticated Judgment and Discretion – Will be privy to information that must be protected, so being able to maintain confidentiality and exercise sound judgment and discretion is essential.

This position interacts regularly with CEO’s office, Executive Team, the Leadership Team and other essential individuals across the enterprise.

This position is integral to the efficient and effective functioning of the Innovation and Product Development Team