Job Details:
Client : Non-Profit Organization
Title : Chief of Staff/Senior Executive Assistant/Chief Executive Assistant
Location : Washington, DC 20049
Duration : 18 months
Job Description:
Responsible for providing administrative support to five executive-level individuals. Responsibilities include assisting assigned executive in the management of schedules, handling calls from both internal and external sources, typing correspondence including letters, memos, forms, policies and procedures and managing confidential information in a professional manner. Prepare and provide reporting as needed. Schedule and coordinate all required resources for meetings. Handle additional administrative tasks as necessary. Must be able to interface well with all departments of the company and to represent the executive officer in a highly professional manner. Strong communication skills and multi-tasking capabilities are a must. Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
Secure travel arrangements using the Concur system:
- Complete travel within three days of the request to include hotel and ground transportation needs as appropriate.
- Provide electronic and printed reservations based on the needs of each Vice- President.
- Maintain travel log preferences of each Vice President (VP)
- Prepare and submit expense reports:
- Expenses from each travel are to be completed within 2-3 days of receiving the receipts and submitted within one week of the travel being completed.
- Provide reminders to VPs to submit expenses as appropriate.
Schedule internal and external meetings:
- Secure meeting rooms with the appropriate audio-visual needs. Ensure equipment is functioning correctly for internal and external guests.
- Secure catering needs as appropriate within 1-2 weeks before the meeting.
- Secure visitor passes three days – 1 week before the meeting for external guests.
- Be on-site 10-15 minutes before large meetings begin to ensure all logistics are in place and know who to call to troubleshoot with IT or the catering department as appropriate
- Collaborate as needed with the client Internal Events Department to coordinate large scale meetings that require 2-3 months of advance planning
Maintain calendars of each Vice President in ODEI:
- Develop a process to keep track of schedules, competing priorities, and projects with specified completion timelines.
- Provide professionally written or verbal responses on behalf of VPs to internal and external partners in a timely manner
- Maintain an understanding of the relationships essential to the department or team’s work.
- Project manage small to medium scale internal ODEI initiatives through the entire lifecycle which includes charter, recommendation on capacity, reporting, and completion of project.
“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”
