Executive Secretary

AARP • Washington, DC

4d • Hybrid

About The Position

The Executive Secretary provides professional administrative support directly to a manager and/or functional area. Supports the business unit by regularly providing administrative-level support on a variety of projects, programs, and initiatives that are typically division-wide or organization-wide. Prepares departmental, ad-hoc reports, and routes vendor invoices. Participates in and contributes to special projects as needed. Maintains a high-level of professionalism. Handles highly important or confidential information. Interacts professionally with and exhibits a high level of customer service when working with clients, members, or other external and internal customers.

Requirements

• High School Diploma and 5+ years of executive/administrative support experience, or an equivalent combination of education, training, and experience related to the position.
• Demonstrated expertise in managing complex calendars for multiple executives, effectively balancing competing priorities and ensuring adequate time for meeting preparation and participation.
• Proven experience coordinating domestic and international travel, including itinerary planning, time zone management, transportation, lodging, and related logistics.
• Strong event planning and meeting coordination skills, including managing logistics for multi-day events, large group meetings, catering, building access, and AV/IT support.
• Ability to build and maintain effective professional relationships with senior-level internal and external stakeholders.
• Exceptional organizational skills with the ability to prioritize, manage, and successfully execute multiple projects and responsibilities simultaneously.
• Regular and reliable job attendance
• Effective verbal and written communication skills
• Exhibit respect and understanding of others to maintain professional relationships
• Independent judgement in evaluation options to make sound decisions

Nice To Haves

• Associate's Degree.
• Advanced proficiency with Microsoft Office systems, including Teams, Outlook, Word, Excel and PowerPoint.

Responsibilities

• Provides professional administrative support directly to senior leadership or functional area, including making travel arrangements, preparing expense reports, and scheduling meetings by reserving conference rooms, coordinating meetings, catering, assisting with team events or trainings, and technology support.
• Assists with the new hire onboarding.
• Receives and responds to correspondence sent to senior manager and maintains departmental records.
• Serves as a team resource on office procedures and standard business practices and systems, with a goal of making team more efficient.
• Maintains proper documentation on policies and procedures.
• Tracks project/program activities and participates in project activities including preparing budget or ad-hoc reports, monitor vendor invoices, ordering and inventory control, etc.
• Contributes as needed for inputs to department presentations or reports.
• Builds collaborative working relationships across the organization, with external partners, and/or with vendors.
• Maintains an understanding of the relationships important to the department or team’s work.

Benefits

• 401(k)
• 100% company-funded pension plan
• health, dental, and vision plans
• life insurance
• paid time off to include company and individual holidays, vacation, sick, caregiving, and parental leave
• performance-based and peer-based recognition
• tuition reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED