Performs administrative work primarily to support the operations of the Senior Vice President (SVP) and Vice President (VP) for the Office of Policy Development and Integration (OPDI). Work includes administrative support for the smooth functioning of OPDI including scheduling and coordination of meetings, arranging travel and logistics, composition of agendas and correspondence, processing of expenses and 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 administrative work in support of the SVP, direct reports and/or designees as assigned. During periods when the SVP is absent or unavailable, monitors office activities and refers requests for action/information to appropriate personnel.
- Acts as a receptionist for people meeting with OPDI staff and coordinates and facilitates logistics across other departments within PRI and AARP more broadly. Responsible for answering and monitoring incoming phone calls, emails, and faxes to general OPDI in-boxes and numbers.
- Provides scheduling assistance and daily calendar management for the SVP and VP. Monitors SVP and VP’s schedules to ensure timeliness and informs participants should delays occur.
- Makes arrangements for travel and hotel accommodations for SVP and VP of OPDI, arranges transportation as needed, and submits their expense statements and reports for reimbursement.
- Prepares materials such as copies of documents, power points, and conference call logistics in advance of meetings.
- Assists with logistics for policy meetings, conferences and forums. This includes ordering and overseeing catering requests, and assisting with travel, hotel, meeting spaces, and tracking and submitting expenses and reimbursements for external experts, volunteers and others who work with OPDI to assist in the policy development process.
- Reviews and proofreads outgoing correspondence, documents 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.
- Utilizes range of computer software and updates and maintains computer skills as needed to support OPDI with administrative needs.
- Orders supplies and equipment, and maintains office orderliness, management and smooth functioning.
- Facilitates distribution of OPDI materials such as the Policy Book, the Priorities Book and provides assistance with keeping OPDI’s InfoNet site current.
- AA degree or equivalent years of job experience and 3 + years of job-related training or experience in a secretarial capacity with demonstrated secretarial skills 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.
- Skilled in using the personal computer and contemporary software packages.
- Proficiency in spreadsheet development required.
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.