Executive Assistant

Medicaid and Chip Payment and Access Commission (MACPAC) • Washington, DC

10d

About The Position

The executive assistant provides confidential support to the executive director. In addition, the executive assistant plays an integral part in preparing for and executing Commission meetings; maintaining organizational files and records documenting meetings, publications, and official correspondence; and providing other administrative support as needed. Like all MACPAC employees, the executive assistant is expected to demonstrate and model commitment to team and personal success, work collaboratively with others inside and outside of the organization, adapt behavior in response to feedback and experience, contribute to the growth, expertise, and knowledge of colleagues, hold self accountable for meeting expectations in a timely, professional manner, and foster a culture of inclusion and belonging.

Requirements

• Excellent organizational skills
• Demonstrated attention to detail and accuracy
• Ability to take initiative, work independently, assess priorities, meet deadlines, and manage multiple activities efficiently
• Ability to quickly adjust plans, schedules, and agendas to meet rapidly changing needs and priorities
• Knowledge of software applications, particularly Microsoft Word, PowerPoint, Excel, Adobe Suite, and Constant Contact
• Excellent oral and written communication skills
• An orientation toward problem solving, teamwork, and accountability
• Willingness to engage in learning and development
• Bachelor’s degree or equivalent work experience
• Five years of successful executive level administrative support roles

Responsibilities

• Perform a variety of confidential and complex administrative assignments on behalf of the executive director including: scheduling appointments, preparing and briefing the executive director on confidential matters, making travel arrangements, preparing and submitting travel reimbursement vouchers, reviewing incoming correspondence, and providing support with other tasks as assigned.
• Provide support for Commission meetings, including securing and managing operational contracts, managing travel purchase requests, reimbursement vouchers, and lodging reservations, assessing other meeting needs, assembling materials for distribution, ensuring materials are posted to the website and available for projection, working with staff and vendors to ensure all meeting needs are addressed, and providing onsite logistical support.
• Provide support to Commissioners by scheduling meetings, addressing needs regarding accessibility of meeting materials, communicating promptly and proactively before and after travel, preparing and submitting travel purchase requests and reimbursement vouchers, reviewing and approving travel reservations, maintaining internal records, and preparing materials for orientation.
• Maintain organizational files for archival purposes, including meeting materials, publications, and official correspondence, coordinating with leadership regarding compliance with National Archives and Records Administration requirements.
• Assist communications team with maintenance of the email distribution list and daily clips that reference MACPAC and its work.
• Perform other duties as assigned, demonstrating commitment to team and personal success.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive