Who We Are
Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace around the world. 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 are actively engaged with peacebuilding efforts around the world. Together we tackle the toughest 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.
JOB BRIEF
The Senior Executive Assistant to the President & CEO provides a wide range of administrative support, enabling the President to lead the Institute on strategic issues effectively. S/he will perform highly complex, sensitive, and confidential duties with a commitment to the highest quality work product. Building on a strong and trusting relationship, the ideal candidate will anticipate the needs and preferences of the President. Outstanding judgment, strong organizational skills, and excellent written and verbal communications skills are foundational to this role. The Senior Executive Assistant will be a critical point of contact for internal and external stakeholders, including high-level government officials, international dignitaries, and the USIP Board of Directors.
RESPONSIBILITIES
• The selected candidate will report to the President but will work closely with the Chief of Staff and members across the Executive Office.
• Provide with the highest level of discretion and diplomacy, a wide range of executive assistance, and administrative support to the President in managing key relationships with high-level stakeholders.
Administrative Support:
• Maintain President’s day-to-day calendar; schedule meetings/appointments and ensure effective time management and smooth operation (including informing participants; logistics such as conference room reservations, catering arrangements, dealing with scheduling conflicts; soliciting the preparation of meeting documents, etc.)
• Manage President’s schedule and prioritize workflow; reminding the President of upcoming meetings and resolve related conflicts and competing demands.
• Support CEO’s external engagements - contribute to the forward planning process, scheduling and coordinating across teams to ensure the briefing material is received and briefing meetings scheduled as needed.
• Compose and prepare correspondence (often confidential), take notes at various meetings, and maintain records.
• Plan and coordinate President’s travel and related logistics, including flight reservations, hotel bookings, visa requests, and submission of travel expenses.
• Accept and screen calls for President and ensure appropriate follow-up occurs.
• Monitor e-mail and other types of correspondence (confidential and routine) for action items; when possible, direct requests to the appropriate staff member for response.
• Prepare for an escort visitors as needed, including VIPs.
Operational Support:
• Routinely review the calendar and outstanding projects with the President to prioritize and ensure that all due preparation is completed.
• Ensures that the President has all necessary information and materials for meetings, speaking engagements, travel, and events.
• Participate in drafting internal announcements and agendas.
• Proactively inform the President of any changes, issues, or concerns that may impact daily activities and/or schedules.
• Manages special projects for the organization, particularly organizational planning processes; coordinates with other departments to ensure on-time and high-quality outcomes.
• Compiles reports and prepares agendas and background materials.
• Conduct reference research and prepare reports.
Board of Directors Support:
• Prepares and distributes relevant materials to Board members in advance of the Board of Directors’ meetings. Takes minutes at Board meetings and provides support to Board as needed.
• Interacts and often provides support to Board Members on an as-needed basis assisting with travel arrangements, lodging, and meal planning as needed.
• Maintains up-to-date contact information for stakeholders, Board, affiliates, and associated for the Executive Office.
• Maintains discretion, confidentiality, and a positive rapport with USIP Board, stakeholders, and affiliate organizations.
Event Planning:
• Assist in the executive coordination of events, interacting with the Event Production & Protocol staff and others to track and manage communication and workflows.
• Coordinates all logistical arrangements for Executive Office events, including reserving rooms, developing invitations, monitoring RSVPs, ordering food and supplies, arranging room set-up, and serving as the main point of contact for attendees.
• Assists with developing promotional and informative descriptions of events for internal USIP staff members and external guests.
• Coordinates domestic and international travel and overnight accommodations for event participants.
QUALIFICATIONS
• 10 – 15 years of demonstrated success and increasing responsibility working with very senior executives in comparable organizations.
• Highly resourceful and organized; able to work independently with a high level of discretion; has the good judgment, tact, and diplomacy to respond effectively in diverse situations; can manage confidentiality and interaction with high-level stakeholders.
• Positive work attitude and teamwork, willing to help colleagues even outside of prescribed responsibilities.
• Strong communication (written and spoken), interpersonal, organizational, administrative, and time management skills.
• Remains calm and composed under stress.
• Ability to multi-task and willingness to learn new skills.
• Advanced level of skill using MS Office software (Word, Excel, and PowerPoint).
• Knowledge and experience with the Federal Government, Department of State, Department of Defense, or Multilateral Institutions will be considered an asset.
• Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area.
• Able to coach less experienced staff on relevant technology and systems.
• Project and task management - Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands.
• Demonstrates good organizational skills, can plan and prioritize own work and work of internal stakeholders.
• Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people.
• Able to practically apply and guide others in the policy application.
• Versatility and adaptability - Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures, and technology.
All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.
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.
To apply for this position, please use the following URL:
https://ars2.equest.com/?response_id=858f87555e9491134cd9cd6379aa6fde
This vacancy is archived.