Executive Assistant to the President &CEO

$56,500 - $86,200/Yr

Cdd Medical - Washington, DC

Full-time

Washington, DC

Wholesale Trade Agents and Brokers

About the position

The Executive Assistant to the President and CEO plays a crucial role in supporting the CEO's engagement with both internal and external stakeholders. This position is responsible for providing complex and confidential administrative support, ensuring the efficient operation of the CEO's office, and managing a variety of tasks independently. The role requires excellent organizational skills, flexibility, and the ability to handle a busy executive's schedule, travel arrangements, and office support needs.

Responsibilities

• Exhibit a total commitment to high quality service standards and demonstrate excellence in dealing proactively with staff, board, partners, visitors, and all Pact.
• Anticipate needs of CEO, understanding organizational, staff, board and donor priorities.
• Competently and professionally handle sensitive, complex, and confidential information.
• Coordinate and manage executive's schedule, exercising judgment and professionalism.
• Schedule and coordinate extensive domestic and international travel, speaking engagements, conference calls, and meetings.
• Prioritize and manage information (email/mail/phone) coming into and going out of the Executive's office.
• Compose and edit correspondence on behalf of the CEO, coordinating follow-up and outreach to key individuals.
• Prepare, review, track, and process all expense reports and reimbursements.
• Perform research on various issues, policies, donors, and potential board concerns as required.
• Manage corporate credit card and handle all procurement for the office of the President and CEO.
• Disseminate decisions and instructions, answering inquiries to aid in the resolution of routine matters.
• Receive and assist visitors, recommending other contacts as appropriate.
• Remain knowledgeable of corporate policies, systems, organizational history, goals, philosophies, and mission.
• Take minutes, compose and prepare confidential correspondence, reports, and other complex documents.
• Assist with special events, planning staff meetings and office celebrations.
• Support President and CEO engagement in board activities, including board committee meetings and individual board engagements.
• Support the development of board and committee agendas, notices, minutes, and resolutions for corporate meetings.
• Welcome visitors, guests, and vendors, issuing and tracking visitor badges and key fobs as needed.
• Receive messages on Pact's main office phone number and email address and forward to appropriate staff.
• Receive, sort, and distribute mail/deliveries/couriers.
• Help staff make international shipments to country offices using FedEx and DHL.
• Maintain a safe, clean, and welcoming office space by ensuring equipment and supplies are in stock and functional.
• Conduct semi-annual inventory of DC office equipment and supplies.
• Receive and process DC office-related invoices, maintaining an invoice tracker with the processing status.
• Support desk location moves and desk setup for new staff and visitors.

Requirements

• Bachelor's degree and 6+ years relevant experience or equivalent combination of education and experience.
• Master's degree and 4 years experience.
• Minimum of 3 years supporting an executive.
• Proven track record in managing confidential information with discretion.
• Demonstrated strong analytical skills with the ability to quickly interpret and organize data and information.
• Experience in project management with proven ability to multi-task and manage changing priorities.
• Proven experience working effectively with employees at all levels.
• Demonstrated skills in the Microsoft 365 environment (Outlook, Teams, SharePoint, Word, Excel, and PowerPoint).

Nice-to-haves

• Strong communications skills, including the ability to make a presentation.
• Ability to problem-solve difficult issues with good negotiating and conflict resolution skills.
• Strong understanding of budgets.
• Good experience in one of Pact's technical areas or a support function.
• Demonstrated skills in or the ability to quickly learn new applications such as Adobe Acrobat Professional, Concur, and Salesforce.

Benefits

• Salary range of $56,500-86,200 based on various factors including skills, experience, and internal equity.