The Executive Administrative Assistant provides confidential administrative support to the Chief Scientist & Senior Vice President (SVP) of Science and Exploration, using extensive knowledge of the organization, of NGS’s policies, and a high level of technical skill. This position operates with considerable independent judgment and initiative, and contributes to the efficient and successful functioning of the Science & Exploration Administration office.
Areas of Responsibility:
- Coordinate projects and provide administrative and logistical support for all Science and Exploration such as: logistics of staff onboarding, staff events, conference space management, note taking at meetings, photocopying, distributing materials, and ordering office supplies. (15%)
- Coordinate and maintain the SVP's calendar to optimize time and information sharing. Coordinates all aspects of travel, meetings, and other events. Greets guests and dignitaries and takes messages as representative of the SVP. Monitors deadlines, follows up on delegated tasks, and provides appropriate reminders. Coordinates staff meetings including preparation of agenda and materials. Coordinates any mailings or other distributions of information from the department, both internally and externally. (25%)
- Prepare, evaluate and/for verify for accuracy expense reports, travel documents, final contracts and other document for records file for the SVP and Science & Exploration Admin department. (10%)
- Drafts letters, memoranda and other materials for staff, inter-department meetings, and outside individuals. Prepares background materials for meetings. Proofreads and edits documents, reports, proposals and presentations. Assists with preparation of proposals and presentations. (10%)
- Anticipate, prepare and edit all correspondence and memorandum of the SVP associated with programs areas, including maintaining records files. Such work requires full knowledge of Society's procedures, use of independent judgment and analysis. (15%)
- Act as confidential assistant to the SVP, maintaining as confidential information, records, discussions etc. pertaining to sensitive management issues, personal management, program changes, and the like. Represent the office of the SVP to other Senior Executives, dignitaries and special guests of NG. (25%)
Educational Background:
Bachelor's degree or equivalent.
Skills/Experience:
- 5+ years of progressively responsible experience in administrative positions, including at least two years in an executive office.
Knowledge and Skills Required
- Ability to interact effectively with all levels of employees including executive/senior staff, Board of Trustees, dignitaries and other special representatives.
- Excellent oral and written communications skills, excellent organizational skills with high attention to detail.
- Ability to operate independently, prioritize, and meet deadlines.
- Good computer skills across suite of office computer programs including Microsoft Word and Excel, and experience with basic online research.
- Demonstrated interest in the priority areas of the National Geographic Society.
Job Function:
Organization Info
Listing Stats
Post Date:
May 1 2018
Active Until:
Jun 1 2018
Hiring Organization:
National Geographic Society
industry:
Nonprofit