Executive Assistant

Global Communities - Silver Spring, MD

Full-time - Mid Level

Silver Spring, MD

Professional, Scientific, and Technical Services

About the position

The Executive Assistant (EA) plays a crucial role in enhancing the operational efficiency of the Executive Office at Global Communities. This position involves providing comprehensive administrative support to the Senior Executive Administrator and the President & CEO, ensuring the smooth functioning of the office through meticulous management of tasks and projects. The EA is expected to maintain professionalism and confidentiality while representing the Executive Office effectively. This role requires in-person attendance in the DMV area, aligning office days with the CEO's schedule.

Responsibilities

• Provides high-level and routine administrative tasks for the Executive Office, primarily for the CEO and the Board of Trustees.
• Manages and supports the CEO with meetings, capturing minutes and action items, and greeting guests.
• Organizes and provides onsite support for special events, including conference planning and retreats.
• Manages the CEO's intricate schedule, ensuring efficient scheduling and preparation of meetings and events.
• Arranges domestic and complex international travel, including field coordination and security briefings.
• Manages Executive Office procurement and invoicing needs, processing invoices as required.
• Prepares correspondence, reports, and presentations; conducts research and provides recommendations.
• Ensures the CEO's direct reports complete timesheets and travel requests in a timely manner.
• Maintains accurate and up-to-date files and records for the Executive Office.
• Builds positive relationships and liaises with all staff to ensure smooth operations.

Requirements

• Undergraduate degree in a related discipline and a minimum of four years of related work experience, or a minimum of eight years of related work experience.
• Experience supporting a President and/or CEO or C-suite Management for at least four years.
• Experience working for an international organization or in a fast-paced environment.
• Familiarity with international development, non-profit organizations, donor relations, and USAID is highly preferred.
• Proven ability to maintain confidentiality and discretion.
• Excellent verbal and written communication skills; fluency in English is required, with a second language preferred.
• Demonstrated ability to manage difficult situations with good judgement.
• Proactive, courteous, and professional demeanor with multicultural sensitivity.
• Excellent computer skills, preferably with Microsoft 365 experience.
• Experience in or willingness to learn Concur Travel & Expense system.
• Must be flexible, organized, and detail-oriented, capable of managing multiple priorities.

Nice-to-haves

• Experience in international development or non-profit sectors.
• Fluency in a second language.

Benefits

• Comprehensive benefits package including health insurance, dental insurance, and vision insurance.
• 401k retirement savings plan with company matching contributions.
• Paid holidays and vacation days.
• Flexible work schedule with hybrid/telework options.