The Administrative Assistant provides support to members of the Executive Office and reports to the Special Assistant to the Deputy CEO.
- Provide support to leadership in the Executive Office by:
- Answering phone calls
- Greeting guests and escorting to office
- Making copies and/or scans as requested
- Scheduling meetings and/or travel at the direction of the assistant
- Help dial into meetings as needed
- Provide support to Head of Policy Planning, to include:
- Scheduling meetings and travel
- Assist with expense reports
- Oversee catering and logistical support for internal and public-facing meetings of the Executive Office leadership
- Assist with infrequent Executive Office grant requests
- Pick up Executive Office mail from mail room and distribute
- Upload and manage contacts and enter meeting notes into Salesforce for Executive Office leadership
- Support biannual Board meeting preparation as needed to include:
- Assisting with creation of Board meeting materials, such as table tents, place cards, etc.
- Supporting the team in the Board briefing book production process (copy editing, creating shipping labels, etc.) prior to Board meetings.
- Perform general research when requested
- Assist International Advance Officer with managing pre-trip processes, such as contracts, obtaining visas, and preparing briefing books
- Maintain Executive Office intranet page
- Assist Executive Office leadership with social media as needed
- Create and maintain contact sheet of Foundation-wide assistants
- Digitize hardcopy files of Executive Office leadership
- One to three years of administrative experience
- Strong attention to detail and demonstrated excellence working in a fast-paced environment
- Ability to maintain a high degree of confidentiality
- Ability to manage multiple priorities
- Strong professional interpersonal skills and diplomacy; the ability to interact with people from diverse, multi-cultural backgrounds
- Ability to work independently as well as a member of a team
- Proficiency in Microsoft Office Suite to include Outlook, Word, Excel, and PowerPoint
- Excellent verbal and written communication skills required
- Ability to meet regular attendance/tardiness policy
- Ability to work under pressure and handle stress
- Experience using professional applications of social media including Facebook, Instagram, Twitter and others
For full-time employees we offer an excellent range of benefits, including a choice of two health plans through CareFirst (PPO or HDHP), dental insurance, vision discount plan, Life Insurance, Supplemental Life Insurance, Short-Term Disability, Long-Term Disability, Long-Term Care Insurance, Health Club Discounts, Commuter Benefits, and Employee Assistance Program.
12 Paid holidays, 4 weeks of vacation, 10 sick days, 3 personal days and 8 weeks of parental leave (mother or father), access to the UNFCU Credit Union, 150% match on our 403b retirement plan, flexible spending accounts, health savings accounts, and discounted Zipcar membership.