Executive Assistant to the Vice President

EWC-Washington DC · Washington, District of Columbia
Department EWC-Washington DC
Employment Type Regular or Limited Full-Time - 40 hours per week
Compensation $61,947.00

ALL QUALIFIED PERSONS, ESPECIALLY WOMEN, MEMBERS OF MINORITY GROUPS, VETERANS AND PERSONS WITH A DISABILITY, ARE ENCOURAGED TO APPLY. IF YOU HAVE A DISABILITY OR ARE A PROTECTED VETERAN, WE INVITE YOU TO IDENTIFY YOURSELF, ON A VOLUNTARY BASIS, AND TO ASSIST US WITH PLACEMENT AND REASONABLE ACCOMMODATION.


This role will be based in Washington, D.C.


SUMMARY:


The East-West Center is accepting applications for a limited, two-year appointment (with possibility of extension) for a Executive Assistant to the Vice President (VP). The incumbent provides complex and routine administrative and secretarial assistance to the VP and works in coordination with the Deputy Director to ensure the smooth operation of the Research Program and related programs/activities.

 

MAJOR DUTIES:


Executive Support

  • Organizes and manages the VP's appointment calendar to ensure scheduling makes best use of his/her time and focuses on the most important and highest priority scheduling issues. Assembles background materials on appointments and meetings and anticipates need for information on regularly scheduled as well as unanticipated matters.  Reminds the VP of appointments.  Handles requests for information and resolves or assists in resolving any questions that may arise.
  • Manages information flow for the office. Reads all incoming correspondence, determines proper action, and at times prepares responses prior to referring the correspondence to the VP.  Types and processes confidential material and makes distribution as appropriate, using the utmost discretion in the process.  Reviews outgoing correspondence and reports from the VP's Office and other staff members as requested.  Ensures proper format, grammar correctness and that all necessary coordination of facts has been completed and is in accordance with EWC policies.
  • Maintains and monitors budget and financial expenditures for the office to include contract management, processing of purchase orders, monthly credit card expenses, ordering of office supplies, equipment, and other expenditures ensuring compliance with Center policies and procedures.
  • In the absence of the VP, the incumbent assumes responsibility for ensuring that requests for action or information, which would normally receive the VP's attention, are made known to the responsible individual(s) who can satisfy the request.
  • Drafts correspondence and other materials on own initiative based on the VP's views and desires. Signs correspondence for the VP as appropriate.  In the absence of the VP, forwards correspondence requiring technical or policy decisions to other staff as appropriate.
  • Coordinates with VP on business email management to ensure timely response and effective coordination with other EWC persons/departments if required. In the absence of the supervisor, maintains file of correspondence, meetings and events which require the supervisor’s attention either during travel or immediately upon return to the Center.
  • Assists the VP in the preparation of reports and grant proposals by gathering materials and information, ensuring that all forms and component parts have been completed, and that the final product is complete and professionally presented.
  • In consultation with VP, is responsible for all official travel arrangements for the VP, which includes flight reservations and hotel reservations, and gathers background information for trips. Arranges appointments with individuals and organizations to be visited during travel.  Works closely with appropriate individuals to coordinate appointments and itinerary.  Helps to write thank you and follow-up notes to people the VP has met with during travel, and follows through on items requiring action.

Office Management

  • Works with the Deputy Director and other program staff to improve efficiency and streamline the administrative systems within the Program.
  • Develops and maintains the office filing system. Retrieves specific files, document and information necessary for the VP.  Develops and implements office procedures needed to ensure the smooth functioning of the office.   Informs staff of regular and special staff meetings and ensures that an agenda is prepared and distributed prior to the meeting.
  • Maintains skills to work with a variety of software applications to complete word processing, PowerPoint, spreadsheet, and database assignments. Uses applications to prepare and format data for presentations and reports.  Creates routine web documents using standard web creation software. Utilizes various social media platforms as appropriate.
  • Works closely with the President’s Office Executive Assistant and Executive Team Coordinator to ensure smooth coordination between offices.
  • Performs other duties as required.


REQUIRED QUALIFICATIONS:

Education & Experience – Bachelor’s degree plus at least five (5) years, or High school diploma plus at least ten (10) years of full-time experience which demonstrates the ability to successfully perform duties of this position.


Demonstrated Ability – Demonstrated capacity to manage office operations as well as one’s own time effectively and efficiently in a fast-paced environment; proficient with Microsoft Office Suite or equivalent computer applications; strong interpersonal, critical thinking, verbal and written communication skills; plan, prioritize, organize, and coordinate work involving a wide variety of tasks and materials; to apply sound judgment; to take initiative, and work independently and cooperatively in following through on assignments; to maintain a high level of accuracy in working with details; to assume responsibility for whole areas of work and integrate information from relevant sources; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to be sensitive to and assess the needs of people; to be poised and confident in handling a range of situations; to work effectively in a highly non-routine environment; to work under the pressure of deadlines and balance multiple tasks simultaneously with competing demands; to acquire and maintain knowledge of and appropriately apply policies and procedures; to establish and maintain accurate files and records; to appropriately handle confidential material; to compose correspondence for routine and non-technical matters; to gather and/or prepare background materials; to function effectively as a work leader in developing a team approach in the work environment; and to analyze operational situations and make appropriate recommendations.


Knowledge – Of office practices and procedures; of correct English grammar, punctuation, spelling, and

word usage; and of office machines and equipment; proficiency in Microsoft Word, Excel, PowerPoint, Adobe Acrobat Professional and other equivalent applications. Familiarity with various social media platforms.

 

SALARY: $61,947.00 per year which includes and an attractive total compensation package medical/drug/vision, dental, flexible spending plans, paid time off, and sizeable retirement benefit.

 

SUPERVISION:

The position works under the general supervision of the Vice President (supervisor). The incumbent has wide latitude for judgment in meeting program objectives and keeps their supervisor informed of significant changes and anticipated problems, with recommendations for resolution. Work is reviewed in terms of overall effectiveness.


HOW TO APPLY:  Submit an electronic application at APPLY FOR THIS JOB NOW. Application information should include a cover letter with position title and a statement addressing how the qualifications are met, a resume, and names and addresses of three professional references. Screening and assessment will be based on the materials submitted. 

 

An Equal Opportunity Employer/Vet/Disabled

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment.

This is a full-time position


Thank You

Your application was submitted successfully.

  • Location
    Washington, District of Columbia
  • Department
    EWC-Washington DC
  • Employment Type
    Regular or Limited Full-Time - 40 hours per week
  • Compensation
    $61,947.00