DC Executive Assistant

Watertown, MA | Direct Hire

Post Date: 07/03/2017 Job ID: 78923 Specialty: Office Services

A global non-profit organization in Washington, DC is seeking an Executive Assistant to join their team. As the Executive Assistant, you will provide a range of administrative support services to the Chief Administrative Officer (CAO) and General Counsel (GC) staff to promote efficient delivery of services and, where applicable, effective management of the office. Apply today!

Responsibilities for the DC Executive Assistant:               
  • Responsible for scheduling and managing the CAO’ s calendar including prioritizing and resolving related conflicts and competing demands, proactively scheduling important meetings with internal and external individuals and maintaining an organized office
  • Organize and coordinate international/domestic travel and related requirements to include:  travel authorizations, flight tickets, hotel bookings, visas, airport transfers, expense reports
  • Provide support in arranging Finance meetings including collation of speaking notes and/or briefing notes, handling logistics, such as conference registrations, room reservations (internal and external), and local travel
  • Proofread, answer, and compose routine correspondence both hand written and electronic, including donor and board communications and other partner related materials; prepares selective summaries and any follow-up actions for the CAO
  • Coordinate, plan, and organize small-to large-scale meetings
  • Perform general clerical duties to include but not limited to; transcribing dictation, scanning, copying, faxing, filing, and data entry
  • Collect and open mail addressed to the Finance/Accounting; forward correspondence to appropriate staff for action
  • Complete various forms, including: purchase requisitions, shipping requests, travel expense reports, requests for payment, consultancy agreements, etc.
  • Undertake special assignments/projects on a wide variety of issues as requested by the CFO and Finance Directors
  • Contribute to the excellent reputation of the CAO’ s office through professional, friendly and respectful interactions internally and externally
  Requirements for the DC Executive Assistant:
  • College degree in business management or related field, or training in secretarial skills, office management and/or administrative studies
  • A minimum of 7-10 years supporting C- Level Executives
  • Strong organizational skills including the ability to manage calendars and effectively maintain records and files
  • Experience in organizing meetings, preparing and monitoring budgets, assisting with travel and hotel accommodations, and providing general office operations support
  • Demonstrated ability to achieve high performance goals in a complex and fast-paced environment
  • Very strong interpersonal skills and the ability to build and maintain professional, friendly, and cordial relationships with stakeholders, including staff, external partners and donors
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Working knowledge of telephone systems and standard office equipment such as fax machines and photocopiers
  • Strong computer skills including proficiency in Microsoft Office programs; Word, Excel, PowerPoint and Outlook
  • Technology savvy with a strong knowledge working with Microsoft Office
  • Strong organizational skills with great attention to detail
  • Strong multi-tasking and prioritizing skills with the ability to meet deadlines
  • Excellent written and verbal communication skills
  • Strong interpersonal skills with a customer service focus
  • Ability to work independently and as part of a team
  • Must be eligible to work in the U.S. without sponsorship                      

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