Executive Assistant, Talent and Culture

Job Description

JOB BRIEF

The Executive Assistant will perform highly complex and sensitive duties as a confidential assistant to the Chief Talent and Culture Officer (CTCO), who oversees Human Resources and executive-level administrative responsibilities for the Institute. This position requires excellent organizational skills, maturity, and a calm, upbeat attitude with the ability to multitask in a fast-paced environment. The capacity to work independently within the scope of established guidelines, outstanding judgment, and discretion is required.

TARGET SALARY RANGE:

Grade 11 - $74,000-$77,000

The Institute uses the General Schedule salary tables for administering compensation. Offers are determined based upon candidate qualifications, related experience, internal equity, and the amount budgeted for the position.

RESPONSIBILITIES

Administrative Support:

• Coordinate, update, and maintain the executive’s calendar, scheduling for meetings, appointments, and travel.
• Organize and track multiple compliance tasks including Freedom of Information Act FOIA) reports and requests, Records Retention schedules and communication, Conflict of Interest/Outside Income documentation, and Board of Director nominations and reports.
• Accept and screen calls for CTCO and ensure appropriate follow-up occurs.
• Monitor e-mail and other types of correspondence (confidential and routine) for action items; when possible, directs requests to the appropriate HR or Operations staff member for response.
• Prepare for and escort VIP guests as needed.
• Coordinates important logistical arrangements for CTCO, including reserving rooms, sending invites, monitoring RSVPs, ordering food and supplies, arranging room set-up, and serving as the main point of contact for attendees.

Operational Support:

• Reviews calendar and outstanding projects on a weekly basis with the CTCO to prioritize and ensure that all due preparation is completed.
• Ensures that the CTCO has all necessary information and materials for meetings, speaking engagements, travel, and events.
• Coordinate HR office activities and communications on behalf of the CTCO.
• Use appropriate professional judgment to keep CTCO abreast of any changes, issues, or concerns that may impact daily activities and/or schedules.
• Maintain awareness of what is going on in the organization and establish highly collaborative relationships throughout the Institute.
• Support annual organizational planning processes.
• Compiles reports and prepares agendas and background materials for various boards and councils on which the CTCO serves.
• Manage and process expense reports for review and payment.
• Conduct reference research and prepare reports.
• Perform other duties as assigned.

• Bachelor’s degree in a related field and/or equivalent years of work experience are required.
• Eight to ten years of related work experience is required.
• Outstanding references are relative to handling sensitive, confidential, and proprietary information.
• The successful candidate has extensive experience managing a broad range of administrative and analytical tasks and projects and prioritizing a calendar of executive and operational meetings.
• Excellent writing, typing and editing skills are required.
• Excellent communication skills, phone manner, and professional demeanor required.
• Ability to efficiently perform complex tasks in an environment of multiple priorities and changing circumstances.
• The ability to handle confidential and sensitive information calmly with poise, diplomacy, and trustworthiness is required.
• Strong interpersonal skills are required, including a calm and professional demeanor with an upbeat and positive attitude.
• Strong organizational and multitasking abilities are required.
• Ability to work independently in a fast-paced and complex environment required.
• Advanced proficiency with Microsoft Word, Excel, and PowerPoint software required.
• Experience managing databases and desktop publishing software preferred.
• Familiarity with non-profit/non-government org a plus.

`All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.

As with many organizations, USIP follows specific guidelines related to COVID vaccinations. These guidelines align with the latest findings from the Centers for Disease Control (CDC) and the Occupational Safety and Health Administration (OSHA). The overall intent is to ensure the safest possible workplace for USIP employees and contractors. In accordance with the guidelines, all USIP employees and contractors with building access are required to be fully vaccinated regardless of telework or remote status.

Upon acceptance of the position, you must submit proof of vaccination and your signed offer letter to HR. If you require an exemption, either medical or religious, we will provide you with the exemption form for you to complete prior to your start date.

HOW TO APPLY
To be considered for this position, please submit a complete application package consisting of:
1. Completed employment application including titles, dates of hire and salary requirements.
2. Cover letter
3. Resume

For questions about this position please email recruitment@usip.org. Do not send resumes or attachments to this email address.

Only those applicants that are selected for further discussions will be contacted.

No Phone Calls. Interviews will be scheduled by appointment only.

USIP is an equal opportunity employer. It is the policy and practice of USIP to offer equal employment opportunities to all qualified applicants and employees without regard to race, color, age, religion, national origin, sex, marital status, disability, veteran status, sexual orientation, gender identity, genetic information, HIV/AIDS status, political affiliations or belief, pregnancy, or any other characteristic protected by law.

About the Organization

Who We Are

Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace worldwide. We know that Peace is Security – it advances both U.S. and international security by preventing, managing, and mitigating violent conflict.

We are an independent, non-partisan institution and actively engage with peacebuilding efforts worldwide. Together we tackle the most challenging problems and hold fast to the possibility of a more peaceful world. To learn more about USIP programs and job openings, go to https://www.usip.org/about/careers.

If you have a passion for making the world a better place and want to have a front-row seat on the world stage, USIP is the place for you.