US-President's Office - Executive Assistant

CASE•Washington, DC

11d•$90,000 - $95,000•Onsite

About The Position

The Executive Assistant is required to provide executive level administrative support services to the Executive Leadership Team (ELT) and to the Office of the President, as needed. The nature, diversity and scope of responsibility will require experienced level use of discretion, initiative, and judgment. The incumbent must be reliable, self-motivated, and able to use initiative. The Executive Assistant reports jointly to the assigned Vice Presidents and the Senior Executive Assistant, and exercises general direction over the tasks undertaken. The Executive Assistant works closely with the Senior Executive Assistant and others across the organization to ensure that their assigned Executives are provided with the high-quality support necessary to carry out their duties efficiently and effectively on a daily basis.

Requirements

Bachelor’s degree and 5+ years relevant experience and/or an equivalent combination of relevant experience and education/training required.
Demonstrated interest in advancing education in the not-for-profit sector.
Strong commitment to contributing to an organizational culture that celebrates diversity and inclusion.
Understanding and interest in engaging with a broad range of cultures and countries.
Extensive skill in exercising sound judgment, diplomacy, tact and discretion, and proven ability to handle information in a confidential and appropriate manner.
Seasoned professional organizational skills including the ability to coordinate workflow, determine priorities, meet deadlines, and effectively balance competing demands.
Excellent written, oral, and interpersonal communication skills with the proven ability to prepare quality documentation and the capacity and confidence to deal with a wide range of clients, including staff, senior academics, and senior members of the business community and government.
Extensive versatility, flexibility, enthusiasm, self-motivation, and initiative, both independently and as a member of a team.
Outstanding computer and keyboard skills with expert level experience using Microsoft Office applications including Word, Excel, PowerPoint, Outlook, and familiarity with database programs.
Considerable knowledge and experience with C-level administrative processes and services.

Nice To Haves

Experience working in an educational and/or association environment are preferred.

Responsibilities

Provide executive-level support to the ELT, focused on assigned Vice Presidents
Partner with the Senior Executive Assistant to assure that the Office of the President and the ELT receive high-quality administrative support, including:
Manage multiple, complex calendars and meeting arrangements across multiple time zones.
Coordinate meetings, including virtual, hybrid and in-person meetings with internal staff, external volunteers and members. This includes arranging necessary rooms, technology and scheduling across multiple time zones, and prioritizing schedules of key participants. For volunteer meetings, coordinating site selection, participant travel (air and hotel), catering and restaurant selections, preparing and distributing materials, and managing technology and virtual meeting components.
Resolve conflicts on executives’ time.
Help ELT members prioritize their work on strategic initiatives and relationships.
Prepare meeting materials and track follow-up tasks.
Exercise discretion in organizing and maintaining electronic calendars for each Executive.
Arrange logistics for visitors, including confirming required vaccination status.
Manage and coordinate travel arrangements and process expense reports including:
Booking domestic and international flights and accommodations.
Arranging meetings and visits.
Preparing detailed travel itineraries, as needed by each traveler.
Researching current travel requirements including visas, vaccinations and testing for each destination and meeting.
Careful coding invoices (hotels, restaurants, etc.) for payment.
Ensuring expense reports are processed in a timely manner.
Coordinate mailings for members and volunteer groups, including proofreading of materials.
Coordinate scheduling and logistics for global staff division meetings and leadership meetings as requested by each Executive. Attend and take minutes as directed and remain attentive to consistent messaging across divisions.
Maintain accurate contact information and distribution lists for key volunteers and volunteer groups.
Foster and maintain positive working relationships and liaise effectively with CASE staff, key volunteers, members and external constituents.
Troubleshoot member questions and issues, ensuring a high level of customer service.
Use computer, word processing, spreadsheet, and database software to prepare communications, reports, and presentations.
Access membership system of record to update CASE member records.
Establish, maintain and update electronic and paper filing systems.
Provide administrative support for organization-wide events and meetings as needed.
Anticipate required deliverables and have a proactive approach.
Demonstrate continuous efforts to improve effectiveness and efficiency, produce quality work, and anticipate the needs of individuals supported.
Perform other duties and responsibilities as assigned by the manager.
Exercise fiscal responsibility in the utilization of all CASE resources.
Works cooperatively and diplomatically with all divisions and regions.
Liaises with CASE colleagues in other parts of the world to ensure the best sharing of ideas, expertise and knowledge.
Incorporates tasks and/or projects related to objectives as directed by the CASE Strategic Plan.
In keeping with the CASE Values Statement, ensures that CASE is well represented by exercising a high degree of professionalism, accuracy, and ethics, in all activities, services, and products.
High level judgment and problem-solving skills are required, as the incumbent is frequently faced with situations which require immediate action in response to issues and requests. The breadth and depth of understanding of an issue and the key internal/external persons handling the issue, and the way in which the issue is handled, all affect the outcome of the situation.
The position requires that the incumbent quickly develop a deep understanding of CASE, its policies and procedures and an understanding of the culture and regional and divisional interdependencies.
The position requires a deep understanding and respect for the CASE’s systems and workflow.