Executive Assistant to the President &CEO - Pact, Inc.
Washington, DC 20036
About the Job
The Executive Assistant to the President and CEO plays a significant role in supporting the President and CEO’s engagement with internal and external stakeholders. This position has the primary responsibility for providing a wide range of complex and confidential administrative support to the CEO and his office. The EA coordinates activities and ensures that the office’s day-to-day operation is efficient and effective. In addition, this position provides excellent customer service, demonstrates initiative, takes ownership of responsibilities, and completes projects with positive results. The EA handles administrative and executive support related tasks independently with little or no supervision. The EA must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a busy executive, complicated travel schedules, overall office support, board meetings and interacting with staff.
Key Responsibilities:- Exhibits a total commitment to high quality service standards and demonstrates excellence in dealing proactively with staff, board, partners, visitors, and all Pact
- Anticipate needs of CEO, understanding organizational, staff, board and donor priorities
- Competently and professionally handle information that is sensitive, complex and confidential in nature.
- Coordinate and manage executive's schedule, exercising judgment, professionalism and
- Schedule and coordinate extensive domestic and international travel, speaking engagements, conference calls and department, team and 1:1 meeting(s).
- Prioritize and manage information (email/mail/phone) coming into and going out of the
- Executive’s office – circulate information appropriately, document and share with appropriate staff, external individuals and organizations.
- Compose and edit correspondence on behalf of the CEO, coordinate follow-up and outreach to key individuals and
- Prepare, review, track and process all expense reports and reimbursements
- Perform research on various issues, policies, donors, potential board concerns and organizations as required
- Manage corporate credit card and handle all procurement for the office of the President and CEO
- Disseminate decisions and instructions, answer inquiries to aid in the resolution of routine matters. Receive and assist visitors, recommending other contacts for them, as appropriate
- Remain knowledgeable of corporate policies, systems, organizational history, goals, philosophies and mission
- Take minutes, compose and prepare confidential correspondence, reports and other complex documents
- Assist with special events, assist with planning staff meetings and office celebrations
Board Engagement
- Support President and CEO engagement in board activities including board committee meetings and individual board engagements.
- Support the development of board and committee agendas, notices, minutes and resolutions for corporate meetings for review by CEO.
- Perform other duties and special projects as assigned
Front Desk and Office Support
- Welcome visitors, guests, and vendors, issuing and tracking visitor badges and key fobs as needed, and connecting them to the appropriate staff while providing a welcoming positive introduction to Pact; liaise with building’s main front desk and security on in-office days
- Receive messages on Pact’s main office phone number and email address and forward to the appropriate staff
- Receive, sort, and distribute mail/deliveries/couriers
- Help staff make international shipments to country offices using FedEx and DHL
- Maintain safe, clean and welcoming office space by ensuring equipment and supplies are in stock, organized, and functional (ordering more as necessary and coordinating with external vendors to maintain equipment)
- Conduct semi-annual inventory of DC office equipment and supplies
- Receive and process DC office-related invoices, maintaining an invoice tracker with the invoice processing status
- Support desk location moves and desk setup for new staff and visitors, providing office tours and coordinating business card requests as required
- Perform other office support-related duties as assigned
This position is based in Washington, D.C. and requires two days in office.
Basic Requirements:- Bachelor’s degree and 6+ years relevant experience or equivalent combination of education and experience. Master's and 4 years experience.
- Minimum of 3 years supporting an executive
- Proven track record in managing confidential information with discretion
- Demonstrated strong analytical skills with ability to quickly interpret and organize data and information
- Experience in project management with proven ability to multi-task and manage around changing priorities
- Proven experience working effectively with employees at all levels
- Demonstrated skills in the Microsoft 365 environment (Outlook, Teams, SharePoint, Word, Excel, and PowerPoint in particular)
- Strong communications skills, including the ability to make a presentation
- Ability to problem-solve difficult issues with good negotiating and conflict resolution skills
- Strong understanding of budgets
- Good experience in one of Pact’s technical areas or a support function
- Demonstrated skills in or the ability to quickly learn new applications such as Adobe Acrobat Professional, Concur, and Salesforce
The salary for this position is determined based on a wide variety of factors including but not limited to an individuals skill sets, experience, training, certifications, education, as well as business needs and internal equity. At Pact, employees are typically not hired at the top of the range for their role and compensation decisions are made based on the aforementioned circumstances. A reasonable estimate of the current range is $56,500-86,200.
