Executive Assistant

Job Type

Full Time

Published

07/23/2018

Start Date

09/04/2018

Application Deadline

08/17/2018

Address

Washington
District of Columbia
United States

Description

Key Responsibilities: This is a new position in a young, growing, mission-driven organization. Duties will evolve and are likely to include special projects as well as the following:


A. Schedule, Travel, and General Administrative Support for CCI Executive Director and Director of Programs (50%)

  • Schedule internal and external meetings, book rooms, and keep Outlook calendars up-to-date
  • Proactively assist to manage daily schedules
  • Arrange travel according to necessary schedules and preferences
  • Organize receipts and complete expense reports accurately and on time
  • Create, print, scan, mail, and organize requested information as needed
  • Follow up on action items as requested
  • Prepare presentations for conferences and other speaking engagements


B. Administrative Support for CCI Events and Programs (25%)

  • Work with CCI’s Director of Operations and Program Assistant to successfully coordinate 10-15 events per year
  • Draft, edit, print, organize, purchase, and ship materials for events, including workbooks, name tags, table tents, and other resources
  • Support participant travel, including creating online forms, tracking progress of booking travel, helping to ensure compliance with CCI’s travel policy, and proactively communicating with external travel agents and CCI staff
  • Help program and operations staff keep materials for events organized


C. General Administrative Support for CCI’s DC Office (25%)

  • Schedule on- and off-site meetings for Center staff, book meeting rooms, ensure appropriate IT needs are met, and manage catering and other material needs as required
  • Take detailed notes during meetings as requested and follow up on action items
  • Help manage internal communications with the Lincoln Institute and among CCI staff based in two offices
  • Manage organization contact list to keep it up-to-date
  • Manage electronic files for all CCI activities on Box
  • Order supplies and forward invoices and receipts for payment
  • Coordinate with Lincoln Institute and DC building administrative and technology staff to troubleshoot issues and nurture a strong working relationship


D. Other Tasks

  • Participate in other projects as requested


Knowledge, Skills, and Education Required


Knowledge:

  • Mastery of the following technology tools:
  • Microsoft Office: Outlook, Word, Excel, and PowerPoint (required)
  • Concur (required)
  • Google Calendar and Google Hangouts (desired)
  • Formstack (desired)
  • Box (desired)


Skills:

  • Comfortable in a fast-paced environment with multiple tasks and projects
  • Confident and assertive when managing up
  • Detail-oriented and able to organize and manage large amounts of information in the form of tasks, schedules, and files
  • Self-directed and able to work without supervision  Excited about using and troubleshooting technology to run a small, efficient organization
  • Strong writing and editing skills
  • Responsive to deadlines, emails, and phone calls
  • Outgoing, with effective communication skills
  • Diplomatic; uses good judgment when interfacing with people of all levels and backgrounds  Positive attitude and sense of team spirit
  • Eager to tackle new projects and solve problems


Education and experience required:

  • B.A. or B.S., (prior experience in program support and administration may substitute for degree).
  • At least 5 years of progressively higher-level office and administrative support experience 


Professional Level

Professional

Minimum Education Required

No requirement

How To Apply

kdykgraaf@centerforcommunityinvestment.org
http://www.centerforcommunityinvestment.org

To apply, please submit a cover letter and updated resume to Kate Dykgraaf, Director of Operations, at kdykgraaf@centerforcommunityinvestment.org by August 17.


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