Counterpart International Executive Assistant
Counterpart International is seeking a seasoned Executive Assistant to support, manage and execute administrative tasks and projects in the Office of the President and CEO. Reporting to the Chief of Staff, the Executive Assistant will work closely and collaboratively with members of the Executive and Senior teams and manage/perform complex and confidential administrative functions to ensure the efficient and successful operation of the Office of the President and CEO.
DUTIES AND RESPONSIBILITIES: • Manage all incoming and outgoing correspondence to include reports, forms, faxes, and emails, to include troubleshooting for problems, back up documentation, and dissemination of information as appropriate.
• In conjunction with the Chief of Staff, manage and maintain the President's schedule, with primary responsibility for calendar management, requiring interaction with both internal and external parties. • Compose routine and more complex written correspondence, presentations, newsletter pieces and reports. • Screen incoming correspondence and respond to routine external correspondence independently as directed by the President or Chief of Staff. • Answer and screen telephone calls as directed; receives and delivers messages verbally and in writing. • Prepare memos, purchase requisitions, expense reports, payment requests and other standard company forms and documents. • Manage travel for President/CEO, to include overseeing travel authorizations and expense reports, reviewing trip reports for content and format, coordinating travel arrangements. • Provide and organize all support materials in advance for meetings, including travel briefings for the President. • Conduct administrative tasks to support staff meetings, gatherings and communications, to include drafting weekly internal communications update, and organizing the President’s client events. • Collaborate with other administrative staff in an effort to ensure coordination of executive/administrative support functions across the organization. • Manage workflow for the President’s office including requests for the President’s time and focus and track and follow up on status of outstanding actions and requests on behalf of President. • Conduct research, prepare reports, and develop confidential materials on behalf of the President’s Office. • Manage filing systems. • Work closely with staff in the President’s Office and as needed with other Counterpart groups to ensure the timely flow of work. • Assists in the planning and coordination of quarterly meetings of the Board of Directors (including Committee meetings), including transcribing, recording and disseminating minutes of all meetings. • Assist in the management of and adherence to prescribed timelines for production of meeting materials for each meeting and regularly communicate with the Chief of Staff regarding status of deliverables and deadlines. • Coordinate, compile and distribute Board of Director meeting materials. • Coordinate Board of Director meeting logistics to include attendance, reserving and preparing meeting room(s), arranging travel plans for Board members (when necessary), catering services, etc.
• In conjunction with the Chief of Staff, manage and maintain the President's schedule, with primary responsibility for calendar management, requiring interaction with both internal and external parties. • Compose routine and more complex written correspondence, presentations, newsletter pieces and reports. • Screen incoming correspondence and respond to routine external correspondence independently as directed by the President or Chief of Staff. • Answer and screen telephone calls as directed; receives and delivers messages verbally and in writing. • Prepare memos, purchase requisitions, expense reports, payment requests and other standard company forms and documents. • Manage travel for President/CEO, to include overseeing travel authorizations and expense reports, reviewing trip reports for content and format, coordinating travel arrangements. • Provide and organize all support materials in advance for meetings, including travel briefings for the President. • Conduct administrative tasks to support staff meetings, gatherings and communications, to include drafting weekly internal communications update, and organizing the President’s client events. • Collaborate with other administrative staff in an effort to ensure coordination of executive/administrative support functions across the organization. • Manage workflow for the President’s office including requests for the President’s time and focus and track and follow up on status of outstanding actions and requests on behalf of President. • Conduct research, prepare reports, and develop confidential materials on behalf of the President’s Office. • Manage filing systems. • Work closely with staff in the President’s Office and as needed with other Counterpart groups to ensure the timely flow of work. • Assists in the planning and coordination of quarterly meetings of the Board of Directors (including Committee meetings), including transcribing, recording and disseminating minutes of all meetings. • Assist in the management of and adherence to prescribed timelines for production of meeting materials for each meeting and regularly communicate with the Chief of Staff regarding status of deliverables and deadlines. • Coordinate, compile and distribute Board of Director meeting materials. • Coordinate Board of Director meeting logistics to include attendance, reserving and preparing meeting room(s), arranging travel plans for Board members (when necessary), catering services, etc.
QUALIFICATIONS: • High School/GED and 7-9 years relevant experience with at least 3 years’ experience in an administrative/executive secretarial capacity; • or AA and 5-7 years relevant experience with at least 3 years’ experience in an administrative/executive secretarial capacity; • or BS/BA in Business Administration, or related field, and 3-5 years relevant experience in an administrative/executive secretarial capacity; • or MA/MS/MBA and 1-3 years relevant experience in an administrative/executive secretarial capacity. • Strong oral and written communication skills, including proficiency in grammar, proofreading and editing required. • Intermediate to advanced skills in Microsoft Outlook, Word, Excel, PowerPoint, and web-based research, in addition to skill in typing, proofreading and note taking. • Strong interpersonal skills with the ability to communicate effectively and tactfully with all levels of staff, key stakeholders both internal and external to the company, representatives of donors and collaborating agencies, individuals from diverse cultures, and the public. Ability to negotiate tactfully. • Initiative, proactivity and high degree of discretion in judging and managing confidential matters, materials and sensitive issues. • Resourceful through technology, research skills, and relationship building among several organization teams and units and professional organizations to resolve problems and initiate enhancements. • Considerable knowledge of office equipment, practices and procedures, and a willingness to increase knowledge and update skills as required. • Ability to work independently, and to organize, coordinate and effectively process work assignments, while providing high degree of attention to detail. • With minimal supervision, manage high volume work flow efficiently. • Ability to manage multiple tasks simultaneously and set priorities. Ability to manage stressful and demanding workload. • Ability to anticipate the administrative support required. • Ability to retrieve and obtain information from various sources.
Please apply online at www.Counterpart.org. No calls or emails please. Counterpart is an equal opportunity employer. Women, minorities, veterans and the physically challenged are encouraged to apply.
How to apply:
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