EXECUTIVE ASSISTANT TO THE PRESIDENT AND EXECUTIVE VICE PRESIDENT

2 weeks ago

DC United States International Republican Institute Full time
Job Summary:

Every employee of IRI is responsible for carrying out the mission of IRI and demonstrating the core values in their day-to-day operations.

The Core Values, which are IRI's foundational building blocks include: Excellence - We believe in quality results delivered by investing in people. Freedom - We believe in exploration and experimentation to be agile and responsive. Respect - We believe in trust, empathy and empowering people. Teamwork - We believe in diversity, inclusion and the power of global collaboration. Transparency - We believe in open communication and clear decision-making. Accountability - We believe in personal responsibility as the foundation of success.

Based in Washington, DC, the Executive Assistant is responsible for managing and supporting the organizational roles of the President and the Executive Vice President (EVP). In this role, the individual is responsible for supporting the needs of the Executive Office (Front Office) to ensure an organized and productive work environment for the Executives. This position is responsible for a wide range of administrative tasks and will coordinate workplace initiatives and activities led by or for the Front Office.

The Executive Assistant is responsible for proactively supporting the needs of the President and EVP including through managing requests and calendar schedules, taking action on tasks for and from the President and EVP.

The Executive Assistant reports to the President and the EVP and works directly with the Executive Assistant to the Vice Presidents.

This is a hybrid role based in Washington, DC. The Executive Assistant is expected to work in-office 3-4 days/week.

Position Requirements:

  • Undergraduate degree
  • 6-8 years of direct experience supporting C-level executives with keen attention to detail
  • Self-directed with the ability to work with little supervision and collaborate as a team player.
  • Strong verbal and written communication skills, with ability to draft, proofread and format
  • Excellent organizational skills and ability to work under pressure and with tight deadlines.
  • Individual will have the ability to work well with all levels of internal management and
  • Professionalism, confidentiality, initiative and sound judgment are essential. Ideal candidate will have appropriate political acumen to assist in prioritization of tasks given unique nature of Executive level interactions with Senior government officials and delegations.

Primary Functions & Responsibilities:

Calendar and Logistics Management

  • Maintains both executives' calendars, including scheduling and arranging appointments phone calls, meetings, meals, and conferences, and proactively address any scheduling conflicts
  • Coordinates with the EAVP on the Front Office's speaking, meeting and travel priorities
  • Manages logistics for both executives' participation in IRI internal and external events, coordinating with others such as External Affairs, and supports both executives at select external events
  • Arranges travel and meetings by collaborating with program divisions to develop itineraries and agendas; schedules travel and reconciliations through IRI 's travel system- Key Travel and JAMIS, and other necessary arrangements as needed
  • Assembles meeting and travel background materials by coordinating with relevant program staff and reviewing for accuracy
  • Conducts research and prepares briefs and background materials for meetings and engagements

Liaising, Communication, and Representation

  • Supports the Front Office's involvement in all IRI events including private fundraising activities
  • Drafts, edits and routes correspondence, letters and documents; collects and analyzes information; initiates telecommunications; prepares presentation materials for both executives
  • Serves as a liaison between the Front Office and the IRI Board of Directors in coordination with the EVP; coordinates Board meetings, Board committee conference calls and other Board-related meetings and events.
  • Arranges and handles logistics for the annual Board meeting: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
  • Facilitates smooth office operations by serving as a resource for the Front Office and staff and liaises with all levels of employees on behalf of the Front Office
  • Welcomes executive-level guests by greeting them, in person or on the telephone, answering or directing inquiries

Executive Task Support

  • Processes reconciliations and expense reports for the President and
  • Reviews and tracks official requests and documents for signature by the executives.
  • Ensure compliance with relevant Institute policies and procedures
  • Proactively assists with problem identification and solutions for institute-wide challenges
  • Maintains employee confidence and protects operations by keeping information confidential
  • Secures information by completing data base backups and updating filing system
  • Supports and coordinates organizational initiatives and special projects initiated and/or led by the Front Office
  • Serves as a business notary for the organization if necessary

Leadership Support and Front Office Coordination

  • Works closely with the President and EVP to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
  • Acts as a barometer, having a sense for the issues taking place in the organization and keeping the executives' updated appropriately.
  • Anticipate needs in advance of meetings, conferences, etc.
  • Provides gatekeeper and gateway role, providing a bridge for smooth communication between the executives and staff.
  • Collaborates with the EAVP to ensure a seamless internal flow of information and efficient business operations for the Front Office Executive team.
  • Guides strategic prioritization of President and EVP commitments to ensure they are in line with organizational goals.
  • Performs other duties as assigned

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

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