Executive Assistant to the President & CEO

Job Description

The Opportunity:

Powered by supporters, Plan International USA partners with adolescent girls and their communities around the world to overcome oppression and gender inequality, providing the support and resources that are unique to their needs, ensuring they achieve their full potential with dignity, opportunity, and safety. Our work focuses on five key impact areas: Gender & Youth Equality, Education, Maternal & Child Health, Skills & Work, and Humanitarian Response.

Plan has dynamic leadership at the executive, institutional, marketing, and philanthropy levels. The organization raised over $60 million last year in combined efforts through individual, corporate, foundation, and institutional fundraising. The U.S. office is comprised of 127 employees and is part of a $1 billion global federation.

The Executive Assistant (EA) will provide high-level administrative support to the Chief Executive Officer (CEO) and the Chief Operating Officer (COO) of the organization. Moreover, this position serves as the primary point of contact for all administrative matters pertaining to the executive office. The Executive Assistant (EA) will handle information requests, conduct research, prepare statistical reports, and perform clerical functions. They will support the Executive Team in the overall administration of Plan USA’s strategies, objectives, and priority activities.

They must be comfortable working in a diverse global organization that is mission-driven and results-oriented. The ideal individual will be interested in advancing Plan USA’s strategies, mission, and objectives. They will be proactive, have the ability to exercise good judgment, have strong written and verbal communication, administrative, and organizational skills and be able to maintain a balance between competing priorities. They will have the ability to work under pressure at times and will know how to handle confidential matters with discretion. The EA will play a critical role in ensuring smooth day-to-day operations for the CEO and Executive Team members.

If you are an innovator, creative problem-solver, and collaborator interested in starring in a key support role in a fast-paced international girls’ rights organization, this role is for you.

CEO Support:

Provides high-level support to the CEO. Manages the CEO’s calendar, ensuring that the CEO’s schedule is handled efficiently and professionally. Schedules meetings, organizes and coordinates travel plans, itineraries and agendas. Plans remote and in-person meetings by compiling agendas, coordinating logistics and materials, identifying venues, inviting guests, taking minutes, and other necessary administrative details.

Supports and coordinates the preparation of briefing materials for the President/CEO for meetings/travel working closely with staff as necessary. Works closely with the President/CEO to keep them informed of and prepared for upcoming commitments and responsibilities, and to ensure appropriate follow-up. Serves as a greeter/gatekeeper for the CEO. Identifies opportunities for cross-departmental coordination.

Supports the President/CEO to manage the organizational management calendar. Ensures annual work planning and budgeting process is coordinated and completed promptly. Supports the CEO in ensuring work and strategic planning commitments are tracked systematically.

Executive Office Administration:

Develops and implements strategies for achieving objectives and measuring the progress and success of administrative and other initiatives and tasks critical to running the USNO Plan International Executive Office and the organization. Coordinates activities with other staff as necessary, tracking assigned segments of projects, and monitors and reviews performance, and progress.

Prioritizes needs, handles things expeditiously, and proactively, and follows through to successful completion. Translates the administrative tasks that emerge from needs, and projects, into daily/weekly action plans. These tasks include but aren’t limited to:

• Organize and schedule EO meetings

• Assist in the preparation of regularly scheduled reports

• Manage travel plans including all travel logistics such as securing the appropriate travel documents, i.e. Visas, for both domestic & international travel.
• Organize non-board meetings, retreats, office visits, and conferences for the executive office and executive team
• Prepares letters, memos, forms, invoices, and reports according to written or verbal instructions.
• Process expense reports
• Provide general administrative support to guests of the CEO and other office visitors such as booking conference calls, meeting and hotel rooms, taxis, couriers, office spaces etc.
• Support board-related activities
• Attends meeting, takes notes, record minutes, distribute and follows up on outstanding action items
• Performs office tasks including maintaining records, ordering supplies, and performing basic budget management for the executive office.
• Works with IT staff to ensure operation of CEO’s technical equipment and devices by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Develop and update administrative systems to run the Executive Office and make it more efficient
• Negotiate rates with hotels and vendors on behalf of the executive office.

Education, Experience, and Skills:

• Bachelors in Liberal Arts, Social Sciences, Economics, Public Health, or International Affairs preferred and Experienced advanced knowledge of computer applications (MS-Word, Outlook, Excel, PowerPoint).
• Experience working directly for a CEO or C suite executive in an administrative role.
• INGO experience with lived experience in the Global South is preferred.
• Excellent communications skills - written, verbal and interpersonal - and an ability to tailor communication style to diverse audiences globally.

Other Duties:

This job description does not contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time.

Position Type/Hours of Work:

This is a full-time position based in Plan’s Washington, DC Office. Plan’s workforce is primarily remote requiring a minimum of 3 days a month in the office. Typical workday is 8:30 to 5 p.m. EST, however, we are a global organization and it is expected that the EA adjust their schedule as needed.

• Occasional domestic travel may be required
• Occasional evenings and weekends required
• The ability to work hours outside of a normal workday may be required

Plan is an equal opportunity employer and follows all laws associated with the EEOC

About the Organization

Plan International USA (Plan) is part of a global organization that advances children’s rights and equality for girls. We strive for a just world, working together with children, young people, our supporters, and partners to:
• Empower children, young people, and communities to make vital changes that tackle the root causes of discrimination against girls, exclusion, and vulnerability.
• Drive change in practice and policy at local, national, and global levels through our reach, experience, and knowledge of the realities children face.
• Work with children and communities to prepare for and respond to crises and to overcome adversity.
• Support the safe and successful progression of children from birth to adulthood.

Founded in 1937, Plan now works in more than 70 countries. Our programs in water and sanitation, health, education, child protection, economic empowerment and disaster response directly impacts those confronted by natural and complex emergencies and our advocacy work addresses girls’ rights by bringing their voices to the forefront in policy discussions on early marriage, sexual and reproductive health, and sexual and gender- based violence.

Plan International USA has two offices, located in Washington, DC and Providence, Rhode Island. It is part of the global Federation, Plan International, which is comprised of collaborative partnerships between 21 national offices and 51 country offices. Plan International USA is registered 501(c)(3) and has an independent Board of Directors.