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Executive Assistant to the President
3 months ago
The National Democratic Institute is a nonprofit, nonpartisan organization working to support and strengthen democratic institutions worldwide through citizen participation, openness, and accountability in government.Help support democracy worldwideby joining our team.NDI is committed to providing a flexible, competitive, comprehensive, andaffordable benefits package including Medical, Dental, Vision and Life insurance, vacation, sick and personal leave, and Investment packages. Eligible employees will also receive paid disability programs.
About the Role
The Executive Assistant to the President is the key support role enabling the success of the President of the National Democratic Institute. NDI is a large, complex, global organization and the president's activities include substantial in-person engagement with internal and external stakeholders, frequent public speaking and events, and extensive travel. The Executive Assistant provides administrative, logistical and communication support to the president including scheduling, travel and expenses, correspondence, briefings, guest management, coordination of the president's internal and external engagements, and other tasks for the president and the Front Office, as requested. This role will be primarily in-office, with some flexibility for telework, that will not exceed one day per week on average.
Your Purpose and Impact
- Work under the president's guidance and supervision to manage her time in accordance with her guidance and priorities:
- Manage the president's calendar;
- Plan appointments, meetings and events, including ensuring that all logistical arrangements are made and relevant information is conveyed to the president in a timely and accessible manner;
- Ensure that required participants can attend and that any needed materials are prepared and provided to the president and others in the format and timeline requested;
- Keep president on schedule by providing onsite and/or virtual reminders and adjusting schedules as needed;
- Prioritize and manage president's communications:
- Maintain and make use of president's contacts database;
- Act as central point of contact for president with people inside and outside the organization;
- Handle email, phone, and other communications as directed by the president, to include directing inquiries to an appropriate colleague, initiating or replying to communications on the president's behalf, or drafting communications for the president;
- Collate invitations and requests for meetings and, based on guidance from the President, prioritize and respond appropriately.
- Organize president's travel:
- Work with the Chief Programs Officer and relevant program staff on scheduling, timing and itineraries;
- Make travel arrangements for president as directed and according to organizational travel policies;
- Work with relevant teams to prepare and deliver written materials for travel, including logistics, background, briefing materials, and other items
- Greet the president's visitors, facilitating building and suite access, offering refreshment and directing them appropriately;
- Prepare and process the president's expense reports, invoices and payments;
- Maintain the Office of the President's digital and hard copy filing systems;
- Complete forms, filing, and other administrative tasks;
- Draft materials and correspondence, take meeting notes, and handle other administrative writing needs as directed;
- Other duties as assigned.
- Bachelor's degree not required if all qualifications and KSAs are demonstrated/documented.
- Five years' relevant work experience
- Experience serving as an assistant in an executive office and/or providing close support to a high-level principal
- Demonstrated competency in basic office software platforms, preferably including Google Suite;
- Superior organizational skills, especially for time-management, record-keeping, and information-sharing in a collaborative work environment;
- Clear, concise, and professional written and oral communication;
- Demonstrated success in a collaborative work environment;
- Ability to prioritize, problem-solve, and exercise judgment in line with guidance provided by principal and other senior executives;
- Consistent commitment to confidentiality and discretion;
- Service focus: flexibility, creativity, and responsiveness to meet principal's priorities and needs;
- Facility with office collaboration and productivity tools such as electronically-shared documents, group chats, a variety of virtual meeting platforms
- Ability to balance digital communication tools along with telephone and in-person engagement in order to maximize efficient use of their time, their principal's time, and their interlocutors' time;
- Ability to manifest the professional norms appropriate to engagement with high-level domestic and international interlocutors, such as diplomatic protocol and official forms of address;
- Ability to take initiative, anticipate needs, and escalate situations appropriately.
What we offer
We offer an environment committed to promoting diversity, equity, inclusion and belonging as a core part of our culture. We strive to foster empowerment and belonging as these values are central to our mission and to our impact. We believe that diversity in thought helps us solve the complex problems we face around the globe.
We offer a comprehensive benefits package which includes health, dental, vision, a generous PTO policy, flexible schedules, and a 10% employer contribution to the retirement pension.
This position offers an anticipated annual range of approximately $62,800 to $78,500.
While there may be flexibility for remote/hybrid work environments and to comply with tax and legal obligations, successful candidates must be residents of MD, DC, or VA, or relocate prior to the start of employment at NDI.
Candidates must be legally eligible to work in the U.S. NDI does not provide sponsorship.
NDI is an equal opportunity employer (EEO). As such, NDI makes employment decisions and provides equal employment opportunity without regard to an applicant's or employee's race, religion, color, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, veteran status, or any other basis protected by federal, state and local laws. As an equal opportunity employer, NDI encourages individuals with disabilities, including disabled veterans or veterans with service-connected disabilities, to apply.
If you need reasonable accommodation in the application or hiring process, please notify NDI's Human Resources department at Human_Resources_team@ndi.org. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions in accordance with the Americans with Disabilities Act.
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)
