Executive Assistant, CEO and Senior VP, International Programs

The Executive Assistant (EA) is responsible for providing primary high-level administrative support to the CEO, the CEO's Office and the Senior VP of International Programs. S/he may lead project work as it relates to the work of the CEO. The Executive Assistant will play a critical role in ensuring smooth day-to-day operations for the CEO, Senior VP and other Executive Team members, as needed.

Main Responsibilities of the Job

Executive Management Support

• Performs a variety of administrative tasks including calendar management for the President/CEO and Senior VP International Programs.
• Interfaces effectively and professionally with senior level staff both internally and externally.
• Sets up and prioritizes meetings in order to maximize the time of the President/CEO and Senior VP International Programs.
• Works with the technical leads to compile briefing packs with talking points and background reading required for meetings.
• Responds, as appropriate, on behalf of the CEO & VP International Programs to invitations and requests for information.
• Maintains all files for the Executive Office & the Senior VP International Programs.
• Maintains and takes minutes of meetings such as all-staff, and IP Senior Management as required.
• Drafts correspondence on behalf of the CEO and Senior VP Institutional Programs.
• Manages all travel logistics both domestic & international for the CEO, Senior VP International Programs.
• Processes expense reports.
• Assists with the budget expenditures for the Executive Office.
• Organizes meetings, retreats and conferences.
• Negotiates rates with hotels and vendors on behalf of the organization.
• Performs additional administrative duties as needed.

Board Support

• Provides general support and assistance to the Board of Directors. May be asked to draft agenda, compile PowerPoint presentations, or other board related material.
• Assists with the planning and organizing of quarterly Board meetings.
• Manages travel logistics both domestic & international.
• Arranges all bookings with hotels, catering, transportation and any other requirements when needed.
• Processes expense reports and ensures timely handling and reimbursements.
• Manages annual budget for Board meetings.

Success Indicators

A demonstrated commitment to creating a successful and engaging culture for all team members in support of Plan’s mission.

Skills needed to be successful on the job:

• Strong oral and written communication skills
• Strong editing and proof-reading skills
• Ability to manage multiple demands and priorities, and negotiate timelines
• Excellent customer service and interpersonal skills; ability to maintain a high degree of professionalism in all circumstances
• Ability to look forward, anticipate needs, and plan accordingly
• Ability to establish and sustain interpersonal and professional relationships with Plan staff in overseas offices, in donor organizations and in peer organizations
• Ability to maintain high level of confidentiality
• Full English language fluency required
• Administrative skills and advanced knowledge of computer applications (MS-Word, Excel, PowerPoint).

Education and Experience

• Bachelor’s degree preferably in business, communications, international development or a related field.
• 7+ years’ experience working directly for a CEO or senior executive in an administrative role

Physical and Mental Demands

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job

Work Environment

• Typical office environment
• Job is based in the Plan’s Washington, DC Office
• Occasional domestic travel may be required
• Occasional evenings and weekends required
• Ability to work hours outside of a normal workday may be required

How to apply:

Candidates must submit a cover letter and resume via our website www.planusa.org/jobopps. The closing date for applications is ****October 19, 2014.**** Only shortlisted candidates will be contacted.