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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.