Administrative Assistant

2 weeks ago

Washington, United States ACE Full time
The American Council on Education (ACE) is the major coordinating body for the nation's colleges and universities. ACE is a membership organization that mobilizes the higher education community to shape effective public policy and foster innovative, high-quality practices. With a diverse base of member institutions, ACE represents nearly 1,700 college and university presidents and executives, serving as the only major higher education association to represent all types of U.S. accredited, degree-granting institutions. ACE's mission includes serving 280 minority serving institutions, 25,000 higher education professionals, and 7.7 million students enrolled in colleges and universities. ACE membership extends to all 50 states, Washington DC, Puerto Rico, Guam, and 21 other countries.

The Administrative Assistant will provide administrative and secretarial support in the President's Office. The successful candidate will support a group culture of excellence, teamwork, collaboration and continuous improvement. This individual will work as a devoted team player and engage in an especially collaborative partnership with all members in the President's office to ensure efficient and effective office operations.

Essential Job Duties or Tasks:

Works with and under the direct supervision of the Special Assistant to the President:

  • Provides administrative support in logistics planning (RSVPs, name badges, tent cards, signage, meeting room reservations, etc.) for the Board of Directors, Washington Higher Education Secretariat, Cabinet, All-Staff, or other high-level meetings and events in the President's office.
  • Maintain and update the Board and WHES member and assistant lists (listserv, CRM, and website).
  • Coordinate with Creative Content team and receive and organize all Board book materials with direction from the Special Assistant.
  • Serves as second point of contact for coordinating the President's calendar.Schedules and sends calendar invites for meetings: ACE all-staff, Cabinet, Board and WHES. Interacts with Board and WHES assistants as needed to schedule meetings.
  • Assist with meeting minutes as needed.
  • Processes catering orders for Board and WHES meetings.
  • Schedules and sends calendar invites for meetings: ACE all-staff, Cabinet, Board and WHES. Interacts with Board and WHES assistants as needed to schedule meetings.
  • Assist with meeting minutes as needed.
  • Processes catering orders for Board and WHES meetings.
  • Gather pertinent demographic information for ACE Board nominees.
  • Manage Board and WHES registrations for in person meetings.
  • Provide support in assembling meeting materials and manage attendance lists.
  • Provide dietary restrictions for attendees for all Board and WHES in person meetings.
  • Organize shuttle for Board meetings as needed.
  • Maintain and organize all supplies and inventories for the office.
  • Process all purchase orders, expense reimbursements, and contracts for the President's Office staff and consultants in the ACE financial system.
  • Process travel authorizations for ACE President's direct reports with guidance from Special Assistant.
  • Process ACE President's timesheet.
  • Tracks and files Board and WHES related files.
  • Prepare meeting supplies for shipment for off-site meetings and dinners.
  • Process monthly AMEX invoice statements.
  • The individual will operate within a culture of confidentiality and will be sensitive to organization-wide perceptions associated with his/her representation of the office in this role.
  • Ensures that deadlines are met and adapts to changing priorities.
  • Research as requested and compiles and summarizes information for reports or presentations. Assists with presentations as needed.
  • Perform special assignments and projects as identified.
  • Utilizes technology to maintain an organized system for filing, signature routing and tracking, purchase orders, expenses, travel authorizations, and invoices.

Education/Experience/Specialized Knowledge and Competency Requirements:

  • Bachelor's degree or equivalent experience.
  • Some office experience preferred.
  • Experience in administrative support for senior level executives.
  • Excellent communication skills including written, verbal, and interpersonal skills.
  • High level organizational skills and ability to proactively manage substantial administrative projects.
  • Ability to interface well with all departments within ACE in a highly professional manner.
  • Demonstrated ability to communicate effectively and professionally with ACE staff, directors, and members of the organization.
  • Proficiency with MS Office products including Word, Excel, Access, PowerPoint, and Outlook.

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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