Executive Assistant and Office Coordinator

2 weeks ago

Alexandria, United States American Geosciences Institute Full time

The American Geosciences Institute (AGI) seeks an Executive Assistant and Office Coordinator to support the AGI Executive Director (ED) and office operations. The Executive Assistant and Office Coordinator is responsible for providing comprehensive support to the ED, Board of Directors, and Leadership Team, and managing the organization’s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. Join the dynamic and high-energy team at AGI as we accomplish our mission to serve the geoscience community by providing collaborative leadership and information to connect Earth, science, and people


Essential Functions:

  • Provide Sophisticated calendar management for ED. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
  • Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record votes and meeting minutes on behalf of Board Secretary using AI technology. Establish and track meeting quorums. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
  • Complete a broad variety of administrative tasks that facilitate the ED’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; utilizing constituent relationship management software (CRM); making travel arrangements; completing expense reports; processing reimbursements.
  • Serve as the primary point of contact for internal and external constituencies, on all matters pertaining to the ED, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect ED’s style and organization policy.
  • Coordinates meetings/conferences/special events, including attendee coordination, space and equipment rental, AV needs, catering, and material preparation. Makes hotel arrangements, coordinates mailings, production and distribution of documents, reports, and other materials.
  • Work closely with the ED to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the ED updated as priorities change. Anticipate ED’s needs in advance of meetings, conferences, etc.
  • Coordinate all Executive Team and Extended Leadership Team meetings and retreats and assist with staff meetings and events as needed.
  • Work with the Leadership Team to coordinate the ED’s outreach activities. Follow up on contacts made by the ED to cultivate ongoing relationships.
  • Provide event management support as requested.
  • Perform basic office tasks: provide hospitality to all guests and help to create a welcoming and inclusive environment, answer main phone lines and respond to inquiries, and process and distribute daily mail.


Other Duties:

  • Manage petty cash reimbursements and reconciliation.
  • Provide support to document management and retention.
  • Other projects/duties as assigned for the overall benefit of the organization.


Required Competencies:

  • Strong ability to execute work with a diversity, equity, and inclusion lens.
  • Exceptional organizational and communication skills, and impeccable attention to detail.
  • High degree of professionalism, including diplomacy, courtesy, and tact, in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
  • Ability to make appropriate, informed decisions regarding priorities and available time.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Ability to maintain a high level of integrity and discretion in handling confidential information.
  • Excellent judgment is essential.
  • Ability to switch gears at a moment’s notice.


Work Environment/Physical Demands

  • This position is within an office environment and requires general physical activity and some light lifting (typically less than 20 lbs.).
  • Ability to independently travel to meeting sites both in the Alexandria/DC metro area (either by personal vehicle or public transit) and, occasionally, to other locations via airline travel.
  • Some repetitive movement may be required (e.g., preparing mailings or filing).


Required Education & Experience:

  • At least 3-5 years of executive assistant experience, including supporting C-level executives.
  • Adherence to institutional governance[JA1] .
  • Proficiency with Microsoft Office applications and CRM systems.


Preferred Education & Experience:

  • Experience with Board of Director relations and support.
  • Experience with CIVI CRM

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