Executive Administrative Assistant

FHI 360

About The Position

The Executive Administrative Assistant role provides comprehensive administrative support to ensure the efficient operation of FHI 360's Programs and Research Group. Responsibilities include supporting the department with booking international travel, scheduling meetings and facilitating virtual webinar logistics, preparing documents and reports, organizing and managing files within the group's SharePoint site, preparing expense reports, and other administrative tasks. This position must be based in the United States Eastern Time Zone. Candidates in the Washington DC area will be given preference. Accountabilities: Perform advanced-level administrative tasks with accuracy and attention to detail. Serve as the primary point of contact for internal and external inquiries. Review and verify data for completeness and accuracy in accordance with established guidelines. Coordinate organizational and leadership team meetings, including securing facilities, preparing agendas, arranging speakers, and recording meeting notes. Ensure timely and accurate distribution of communications. Respond to routine and non-routine questions and staff requests for administrative support. Develop and implement improved administrative procedures to enhance efficiency and timeliness of deliverables. Prepare and maintain documentation, reports, schedules, databases, spreadsheets, and logs to support departmental functions. Create and edit presentations, graphics, and desktop publishing materials. Schedule and organize complex activities such as meetings, travel (including international), conferences, and departmental events. Work independently or collaboratively on special and ongoing projects. Act as liaison with other departments, outside agencies, and senior/executive management. Handle confidential and non-routine information; explain departmental policies as needed. Design and produce correspondence, memos, charts, tables, graphs, and business plans. Proofread documents for accuracy in spelling, grammar, and layout. Coordinate special projects, including planning presentations, disseminating information, and managing logistics. Support department financial processes, including invoicing and payment coordination for vendors and suppliers. Maintain and update databases, spreadsheets, and filing systems. Assign project-related tasks as directed by management. Gather, compile, and evaluate project data for due diligence purposes. Ensure compliance with organizational policies, procedures, and best practices. Maintain departmental files, including updating the department SharePoint site. Problem Solving & Impact: Resolves and/or develops recommendations for issues and problems having broad impact. Problem resolution may require some analysis of policy and procedures. Serves as a resource to others in resolving non-standard issues and problems. Errors may be difficult to detect and would normally result in loss of customer business, material, or equipment to resolve. Supervision Given/Received: Limited supervision. May coordinate workload with other support staff across department(s). No instruction needed on routine work and general instructions with periodic work review given on new work or special assignments. Contacts are frequent with individuals representing other departments, and/or representing outside organizations. Contacts involve obtaining or providing information or data on matters of moderate importance to the function of the department or which may be sensitive in nature.

Requirements

Associates Degree or International Equivalent in Business Administration or Related Field.
Bachelor’s Degree preferred.
Minimum of 5+ years of relevant administrative experience.
Past experience supporting executives strongly preferred.
Past experience booking complex international travel arrangements, including securing necessary visas.
Experience in monitoring the use of expenditures to meet organizational objectives and compliance.
Experience in a science or health-related field preferred.
Demonstrated experience scheduling meetings and facilitating virtual meeting logistics.
Expertise in Microsoft Office 365 applications.
Strong attention to detail and ability to maintain confidentiality.
Excellent communication skills.
Fluency in English is required.

Nice To Haves

Bachelor’s Degree preferred.
Past experience supporting executives strongly preferred.
Experience in a science or health-related field preferred.

Responsibilities

Perform advanced-level administrative tasks with accuracy and attention to detail.
Serve as the primary point of contact for internal and external inquiries.
Review and verify data for completeness and accuracy in accordance with established guidelines.
Coordinate organizational and leadership team meetings, including securing facilities, preparing agendas, arranging speakers, and recording meeting notes.
Ensure timely and accurate distribution of communications.
Respond to routine and non-routine questions and staff requests for administrative support.
Develop and implement improved administrative procedures to enhance efficiency and timeliness of deliverables.
Prepare and maintain documentation, reports, schedules, databases, spreadsheets, and logs to support departmental functions.
Create and edit presentations, graphics, and desktop publishing materials.
Schedule and organize complex activities such as meetings, travel (including international), conferences, and departmental events.
Work independently or collaboratively on special and ongoing projects.
Act as liaison with other departments, outside agencies, and senior/executive management.
Handle confidential and non-routine information; explain departmental policies as needed.
Design and produce correspondence, memos, charts, tables, graphs, and business plans.
Proofread documents for accuracy in spelling, grammar, and layout.
Coordinate special projects, including planning presentations, disseminating information, and managing logistics.
Support department financial processes, including invoicing and payment coordination for vendors and suppliers.
Maintain and update databases, spreadsheets, and filing systems.
Assign project-related tasks as directed by management.
Gather, compile, and evaluate project data for due diligence purposes.
Ensure compliance with organizational policies, procedures, and best practices.
Maintain departmental files, including updating the department SharePoint site.

Benefits

FHI 360 contributes 7% of monthly base pay to a money purchase pension plan account.
all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year.
Paid time off is reduced pro rata for employees working less than a full-time schedule.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance.

Stand Out From the Crowd

Upload your resume and get instant feedback on how well it matches this job.

Upload and Match Resume