The Executive Secretary performs administrative work primarily in direct support of the Senior Vice President (SVP) of Government Affairs and the SVP Core Office team (5 people including the Executive Secretary). Work includes administrative support for the smooth functioning of the office including serving as the Financial HUB for Government Affairs SVP, the State Advocacy and Strategy Integration Vice President, and Government Affairs Directors and their teams, scheduling and coordination of meetings, arranging travel and logistics, composition of agendas and correspondence, processing of expenses, contracts, reimbursements, ordering supplies, overseeing catering for meetings and assisting in the smooth functioning of OPDI meetings and events as required. Incumbent(s) in this position may perform all or a significant combination of the tasks described below depending on operational requirements.
- Performs highly responsible administrative work in support of department leadership, direct reports, and/or designees as assigned. During periods when the Senior Vice President’s core team is absent or unavailable, monitors office activities and refers requests for action/information to appropriate personnel.
- Prepares materials in advance of meetings, ensures the SVP’s Core Office team is apprised of appointments and related topics. Monitors the team's schedule to ensure timeliness and informs participants should delays occur.
- Reads, screens, and prioritizes incoming mail. Refers appropriate mail/information directly to the team, and routes other mail or information to members of the staff for review or action prior to submission.
- Uses a personal computer to complete assignments, including documents, correspondence, and spreadsheet development, electronic mail transmittals, on-line calendar updates, Internet/Intranet features, time and attendance activities, etc. Uses various software packages specific to department requirements.
- Reviews and proofreads outgoing correspondence, reports, etc. Checks format, grammar, and punctuation, and makes corrections as needed. Composes administrative correspondence based on verbal and/or written instructions. Tracks action correspondence, reminds staff of deadlines, and performs other administrative functions, including processing sensitive and confidential matters.
- Makes arrangements for travel and hotel accommodations for the SVP and Core office staff, arranges schedule of visits and transportation, and tracks expense statements and reports.
- This individual is designated as the “Financial Hub” who supports the Government Affairs SVP, the State Advocacy and Strategy Integration Vice President, and Government Affairs Directors and their teams in the following activities:
- Reviewing financial transactions to ensure compliance to policies and procedures within AARP;
- Acts as a resource to other staff concerning office procedures, materials, and standard business practices;
- Attends monthly budget review meetings with Manager Financial Planning, Manager of Accounting, Sr. Accountant and Sr. Analyst to ensure accurate monthly forecasting targets are being met;
- Creates/generates all contracts, check requests, Statements of Work (SOW's), Master Service Agreements (MSA's), amendments, justifications and other documents for Government Affairs;
- Following up with Procurement and Contract Management (PCM) on any questions they may have regarding contracts terms/payment;
- Process all invoices/check request for Government Affairs approval; and
- Follow up with vendors on outstanding invoices or with Accounts Payable (AP) on invoices that have not been paid.
- Demonstrates AARP values in all interactions.
- 3 or more years of experience or equivalent training and experience to include progressively responsible administrative and coordination experience working in a director and/or an executive office environment.
- A working knowledge of administrative practices including coordination, planning, and office management is required as well as good organizational skills and accuracy when working with details.
- This individual must be skilled in using a personal computer and contemporary software packages, including Microsoft Word, Excel and PowerPoint.
AARP offers competitive benefits with a 401K, 100% company funded pension plan, health, dental, vision and life insurance, STD/LTD, paid vacation and sick, and other benefits.