Executive Assistant

3 weeks ago

Washington, United States Plan USA Full time
Job DescriptionJob Description

Plan works for girls’ rights. Harmful barriers like child marriage, human trafficking and gender-based violence are preventing girls and young women from achieving their full potential. Plan, along with government and private partners, fights against harmful gender norms and empowers young people to create positive change in their communities. We have worked in communities for more than 80 years and provide locally-driven programming through 240 offices around the world.

Plan International USA is fully committed to the safeguarding of all children and young people from all forms of violence.

The Executive Administrative Assistant will be key member of a newly consolidated Executive Office (EO) comprised of the Chief Strategy Officer, Board Secretary, and Chief of Staff (CoS)all in service of expanding the CEO and her deputies’ (Executive Team) capacity and effectiveness. This position tactically focused on logistics and execution; however, the CoS is looking for a partner to propose improved systems, processes, and ways of working to better execute identified strategies and goals of the EO. This role is critical in supporting daily administrative tasks, including travel arrangement expense reporting, calendar management, event setup and support, and board meeting logistics.

This person must have strong written and verbal communication skills, be extremely detail-oriented, organized, and able to manage confidential matters with discretion. They should also be adept at managing competing priorities, management styles, and communication styles. They should be a self-starter with the ability to take initiative and know when to ask for help.

Plan International USA has a hybrid work environment. The Executive Assistant is expected to work from the DC office during in-office days and as-needed to support events and meetings.

Essential Functions:

Executive Office Operations- 30%

  • Collaborates with CoS to prepare for and execute follow up actions and tracking of Executive Office-led meetings, such as Executive Team, Executive Team/ Senior Leadership Team, and Transformation (CSO)
  • Research new and leverage existing technology platforms to integrate into existing workflows and processes.
  • Support procurement in collaboration with the CoS, including gathering and preparation of procurement documentation materials and management within USNO’s Accounts Payable platform.
  • Coordinating with property management re: vendors, access, after hour needs in conjunction with EO events, including Board meetings.

Board - (varies, more intense prior to board meetings: average 30%)

  • Complex scheduling and calendar management. Collaborating with Board Secretary to sequence meetings and consolidate communications to Board members from USNO staff.
  • Executes logistics and planning for in-person and virtual board meetings (4x per year) and board retreats. Aspects include, but not limited to:
  1. Coordinating technology needs with the Information Technology (IT) team
  2. Arranging travel for Board members and securing hotel room block for meeting attendees.
  3. Coordinating meals and materials
  • Updates to and maintenance of the SharePoint site used by the Board of Directors
  • Onboarding/offboarding members of the Board of Directors


Chief Executive Officer & Chief Strategy Officer Support (varies, average 25%)

  • Complex scheduling and calendar management. Identifying and reducing conflicts and working with CoS to allocate time to priority areas and focus to meet CEO goals.
  • Total travel coordination including air and ground transportation, hotel reservations, security, visas and other travel documentation.
  • Files expense reports and track reimbursement status.
  • Primary support to the CEO when the CoS is on leave.


D.C. office general support & special projects (5%)

  • Maintain office supplies.
  • Support for all-staff D.C. office events like luncheons (coordinating catering, space, etc.)
  • Travel to the office, as needed (meet vendors, board members, mail processing, etc.)


Skills and Competencies:

  • Intellectual curiosity
  • Ability to connect the various aspects of the organization together.
  • Strong written and verbal communication skills
  • Able to collaborate effectively with different levels of employees across the organization.
  • Fully proficient in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint.
  • Has the capacity to quickly learn other frequently used programs, including Replicon, Salesforce, and others as needed
  • Interest in leveraging productivity tools.
  • Proactive approach to management of multiple tasks and work streams
  • Receptive to feedback and willing to learn and grow.
  • Genuine enthusiasm for Plan’s mission and willingness to contribute to moving the organization forward.

Education and Experience:

  • Associate degree and two years of professional experience OR High School degree and four years of professional experience

Other Duties

This job description does not contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time.

Plan is an equal opportunity employer and follows all laws associated with the EEOC.

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