Executive Assistant or Operations Specialist

  • Mid-level, Full-time staff position
  • Posted on 6 March 2023

Job Description

Connexi seeks an Executive Assistant/Operations Specialist to support its executive leadership, business operations and global corporate entity setup. The Executive Assistant/Operations Specialist is a member of Connexi’s Global Operations team and is responsible for day-to-day administration of the business operations; general support to the CEO and other leaders; and get hands on exposure to Global Corporate Entity Setup. This position also provides critical administrative support to Connexi’s Board of Managers and liaises with Connexi’s parent company.

Principal Duties and Responsibilities (Essential Functions):

Executive Assistant to Connexi President (20%)

  • Supports Connexi’s President with approvals, calendar management, travel arrangements and logistics, pre-work for meetings and executive travel,
  • Provides scheduling and travel logistics support to other company leaders as needed.
  • Coordinates executive signature process for electronic and hard copy documents
  • Schedules, coordinates agenda preparation, and manages logistics for Connexi Board meetings

Business Operations (50%)

  • Coordinates with select vendors in collaboration with Sr Ops Manager, including approval process of vendor invoices to ensure timely payment
  • Provides scheduling and logistical support to internal Global Operations team meetings and all staff and other large meetings
  • Prepares meeting agendas, including for internal Global Operations team meetings and all staff meetings
  • Designs and updates assigned sections of the Connexi intranet site and maintains Global Operations team files

Global Corporate Entity Setup (25%)

  • Provides administrative support for foreign entity setup and maintenance
  • Coordinates document notarization and attestation
  • Coordinates sending and receiving of mail and packages

Additional (5%)

  • Maintains inventory of office supplies and orders additional supplies as needed or requested
  • Organizes teambuilding events, such as staff lunches, activities, and parties
  • Coordinate administration of Connexi’s US office facilities, including maintaining and updating the floor plan, liaising with landlord, and addressing ad hoc office space needs
  • Performs other duties as required

Required Qualifications:

  • Bachelor’s degree or equivalent experience.
  • English proficiency required, foreign language skills a plus.
  • Minimum 5 years of relevant administrative or professional work experience; experience in a similar role in a fast-paced company preferred.
  • Previous experience working with a global, multi-cultural workforce and coordinating international travel and logistics across multiple time zones.
  • Demonstrated ability to handle routine administrative tasks and operational issues in a fast-paced work environment.
  • Demonstrated ability to follow standard practices and procedures, receive general instruction and supervision, and contribute to projects and initiatives.
  • Strong interpersonal skills and demonstrated ability to communicate clearly and concisely both orally and in writing, strong cross-cultural communication, and sensitivity skills.
  • Experience with Microsoft Outlook and other MS Office applications required.
  • Ability and willingness to come to Connexi’s Washington, DC office in person at least twice/week or more as needed to perform job responsibilities.

Additional Qualifications:

  • Minimum 1-2 years of Executive Assistant work experience; experience in Board Liaison role preferred.
  • Demonstrated resourcefulness in problem-solving and initiative to learn new skills.
  • Willingness to travel and work abroad in less developed countries for at least 2 to 4 weeks a year.

Apply by March 18, 2023. No telephone inquiries, please. Finalists will be contacted.

Chemonics is an Equal Opportunity Employer
Chemonics is an equal opportunity/affirmative action employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics. Military veterans, AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

Pay Transparency Nondiscrimination Provision
Chemonics will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by Chemonics, or (c) consistent with Chemonics legal duty to furnish information. 41 CFR 60-1.35(c)

COVID-19 Recruitment Information
Chemonics International is continuously monitoring COVID-19 activity around the world. The health and wellbeing of our staff and potential candidates is of the utmost importance to us and we continue to offer virtual interviews for all on-going recruits. On-boarding for new staff is offered in hybrid format through our Washington, D.C. and London, UK offices to accommodate remote workers.

COVID-19 Vaccination Information
Chemonics requires all US employees to be fully vaccinated.

The Salary Range for this position is expected to be: $68,560 - $85,700.

An employee’s pay position will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, performance, shift, travel requirements, and business or organizational needs.

We offer comprehensive package of benefits including paid time off, medical/dental/vision insurance, ESOP, 401(k), and other benefits to eligible to US based employees. Please visit https://chemonics.com/life-at-chemonics/our-benefits/ to find out more about the benefits this position is eligible for.

About the Organization

Founded in 1975, Chemonics is an international development consulting firm. In more than 70 countries around the globe, our network of 5,000 specialists share a simple belief: that the challenges we face today are best solved through the right partnerships — sharing knowledge, expertise, and experience to deliver results. As part of our culture and values, Chemonics is proud to be named a “Best Place to Work” in the Human Rights campaign Foundation’s 2021 Corporate Equality Index. Where Chemonics works, development works. Follow us on Facebook and Twitter or visit us at www.chemonics.com.

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