Administrative Assistant

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Washington, DC, District of Columbia, United States
Apply by 22 January 2017
Mid-level , Full-time staff position
Posted on 22 December 2016

Job Description

Position Summary:

Reporting directly to the President, the Administrative Assistant provides executive support in a one-on-one working relationship. The Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. S/He will serve as a liaison to Creative staff and organizes and coordinates meetings and other outreach efforts. S/He must be creative and enjoy working within an entrepreneurial environment that is mission and results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to prioritize. S/He will work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Reporting & Supervision:

The position will report to the President of Creative Associates International.

Expected Outcomes:

  • Provide comprehensive support services to the President that ensures a professional, responsive and effective experience with the organization as a whole and promote a welcoming and responsive environment within the Office of the President.

  • Plans, coordinates and ensures the President’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the President’s time and office.

  • Proactively identify needs and provide solutions to help the Office of the President run more efficiently.

Primary Responsibilities:

  • Works closely and effectively with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the President updated.
  • Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.
  • Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication and professionalism. Updates and maintains phone lists for CEO.
  • Writes error-free, eloquent emails and letters for various events and announcements.
  • Manages contacts using Outlook to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships by familiarizing him/herself with various life events (such as birthdays, and other major milestones).
  • Provides complex travel arrangements for the President and executive level staff. Becomes familiar with the specific, detailed needs of the President and travel partners; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last minute changes or cancellations.
  • Accurately tracks expenses for President’s Office by managing credit cards and receipts. Processes and submits receipts accurately and on schedule.
  • Maintains confidentiality and uses a high degree of discretion.
  • Works in a professional and focused manner to schedule internal and external meetings.
  • Prepares for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units.
  • Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences.
  • Takes notes and distributes meeting minutes, agendas and meeting packages.
  • Works closely with the Chief of Staff to arrange meetings and events as needed.

Required Skills & Qualifications:

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including, staff, external partners and donors
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Advanced proficiency in Microsoft Office Suite, Excel and SharePoint.
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • Bachelor’s Degree
  • Minimum 5 years of administrative experience
  • Fluency/proficiency in English and one or more of the following languages Spanish, French, Arabic.

Only finalists will be contacted. No phone calls, please.

About the Organization

Creative Associates International (Creative) is a dynamic and fast-growing professional services firm that specializes in international development in the areas of education, democratic transitions and stabilization in post-conflict environments. Based in Washington, D.C., the firm has field presence in 20 countries worldwide with a strong and diverse portfolio that includes global contracts with the U.S. Agency for International Development (USAID) and other clients including the U.S. Department of State and the U.S. Department of Defense. The firm has earned a solid reputation among its clients and missions worldwide and is well-regarded by competitors and partners alike.

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