Executive Assistant

$85,000 - $95,000/Yr

AAAS - Washington, DC

Full-time - Entry Level

Washington, DC

Social Assistance

About the position

The Executive Assistant to the CEO and Chief of Staff provides high-level and confidential administrative, operational, and logistical support to the AAAS Executive Office. The Executive Assistant to the CEO and Chief of Staff is critical to the operations and culture of the Executive Office, serving as a liaison between the Executive Office and other internal and external stakeholders, and ensuring that the Executive Office is operating at its highest capacity to support the mission and goals of AAAS, while actively demonstrating our shared values. The ideal candidate has exceptional organizational capabilities and technological proficiency, the ability to manage multiple complex schedules, the motivation to develop knowledge of organizational priorities, can maintain a positive, solution-oriented attitude, and is committed to achieving timely deliverables. This is an in-office position (5 days per week, depending on CEO's travel schedule).

Responsibilities

• Proactively handle heavy day-to-day calendar management for both the CEO and the Chief of Staff, keeping them informed, prepared, and on-time
• Coordinate and organize internal and external meetings, including booking and setting up of meeting rooms (including any necessary A/V), catering, and meeting materials, as needed
• Manage information flow and field requests in a timely and accurate manner while maintaining awareness of shifting priorities and complex schedules
• Arrange complex and detailed travel plans, itineraries, and agendas, for both domestic and international travel
• Compile documents for travel-related meetings
• Prepare and reconcile expense reports in a timely and accurate manner
• Handle confidential information with the utmost discretion and professionalism
• Serve as gatekeeper for incoming requests, assignments, and correspondence to route, respond, flag, or escalate accordingly
• Answer all incoming calls promptly and professionally, triaging call requests and/or forwarding them to the appropriate party
• Prepare and design general correspondence on behalf of the CEO or Executive Office
• Manage relevant departmental email mailboxes
• Receive mail, packages, and deliveries, ensuring that they reach the proper individual, tenant, or department
• Support three main leadership groups (Executive Leadership Team, Leadership Team, and Monthly Financial Review Group) by scheduling meetings and ensuring that meeting rooms are set up appropriately
• Keep track of meeting agendas; compiling, prioritizing, and allocating agenda items in consultation with the CEO and COS
• Preparing agendas, reports, or presentations, as needed
• Taking notes/minutes in meetings and providing accurate and detailed summaries of meeting outcomes and action items in a timely manner
• Full-cycle event planning, including venue search and selection, catering, A/V, etc.
• Keep track of relevant project timelines and provide regular updates on progress
• Work closely with IT to troubleshoot technology or miscellaneous issues as they arise
• Conduct light research assistance when needed
• Help maintain general office supplies and place supply orders for the department, as needed
• Support the EO team in special projects and initiatives, as needed
• Other administrative duties as assigned to meet business needs

Requirements

• Excellent written and oral communication
• Demonstrated ability to set priorities while coordinating multiple projects
• Ability to proactively anticipate the needs of the CEO and Chief of Staff, as well as understand differing supervisor preferences
• Solution-oriented mindset to address challenges, which may require innovation and creativity and typically involves in-depth analysis and risk assessment
• Ability to build productive business relationships with external and internal partners and work collaboratively with colleagues toward a unified vision
• Self-starter that can work independently and entrepreneurially

Benefits

• paid vacation leave
• paid sick leave
• paid holidays
• health insurance
• flexible spending account
• dental insurance
• life insurance
• vision insurance
• retirement benefits
• short- and long-term disability