American Institutes for Research

Executive Assistant

US-DC
Job ID
10141
United States

Overview


AIR is looking for a rock star Assistant to support two executives. In this role, you will need to be able to handle a wide range of administrative support tasks and juggle diverse responsibilities. You are incredibly well-organized, flexible, maintain great relationships internally and externally, and are an amazing communicator. This person will work in a fast-paced environment requiring detail-oriented work, quick thinking, independence, and professionalism.

You must be enthusiastic, flexible, well-organized and a team player with strong interpersonal and communication skills. Must possess common sense, and have a thick skin to let the small things roll away.

You are a talented, bright, high-energy individual who pays close attention to detail and thrives in a fast-paced environment. You have past experience as an Administrative or Executive Assistant.

Responsibilities

• Develops, implements, and utilizes planning, scheduling and tracking systems, processes and procedures to provide effective administrative support services for the EVP.
• Maintains and prioritizes the EVP’s daily schedule; exercises appropriate judgment in referring parties/inquiries to the EVP or other departments; maintains contacts via email and voice mail systems; advises on actions necessary; coordinates travel plans.
• Maintains and ensures confidentiality of all written and verbal communications initiated by EVP.
• Responds to requests from other staff and solves problems independently as appropriate.
• Gains familiarity with projects and activities of the AIR Assessment organization in order to answer questions and refer requests to appropriate staff.
• Coordinates all activities relating to meetings and engagements as requested by the EVP, including reserving conference room, inviting attendees, drafting agenda, taking and distributing minutes and tracking follow-up items from meetings.
• Updates and maintains content for the AIR Assessment Intranet web site.
• Oversees arrangements for guests and assists with coordinating arrivals and departure of staff.
• Maintains corporate purchasing card, prepares and submits EVP’s expense reports, and reconciles bills.
• Coordinates appropriate subscriptions to journals, online and other related publications.
• Complete other duties and special projects as assigned.

Qualifications

•Bachelor’s degree
•Minimum two (2) years of Administrative experience, preferably in an assistant capacity
•Excellent communication skills
•Team player with strong interpersonal skills
•Highly professional demeanor and ability to work with sensitive and/or confidential material
•Excellent organization and project coordination skills with acute attention to detail
•Proficiency in Microsoft Suite


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