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Executive Assistant

Posted by
Hunt Alternatives
|
Washington, DC
New
|
Published 28 days ago

This position is based full time out of the home of Ambassador Swanee Hunt. Swanee utilizes her home as an office, and a few staff (personal and professional) work from that space. Though the space is utilized as an office, it is her home. The individual filling this position needs to feel comfortable working out of and be respectful of the environment. Swanee has two animals, a cat and a bird, and they are often a part of the day to day work space.

Responsibilities                                                                               

Travel Arrangements

·        Organize travel to and from meetings (mostly Lyfts and Ubers)

·        Coordinate professional and personal travel arrangements (air and ground) for Swanee, her family, and guests for meetings, events, conferences and personal trips

·        Conduct research for Swanee’s travel and prepare briefing documents, ensuring that all necessary information is included (work closely with other staff for material)

·        Follow up post-travel to ensure that trip reports are written and thank you notes sent

·        Secure and disseminate information from trip and other debriefings with Swanee to appropriate staff

·        Maintain frequent flyer accounts, AAA membership, and points

·        Coordinate closely with scheduler to ensure all travel information and documents are reflected on Swanee’s calendar

·        Complete internal, travel-related forms, for example: purchase requests, travel requests, and expense reports

Interim and Back up Scheduling (until full time position is filled)

·        Create and maintain daily and monthly schedules of Swanee’s personal, professional, and political meetings; events; travel itineraries; birthdays and anniversaries of family, friends, and staff; staff out notes; house guests

·        Schedule all internal and external meetings and conference calls; coordinate with all involved parties regarding time, venue, purpose, etc.

·        Anticipate and alert staff and family members to potential schedule conflicts; facilitate resolution

·        Assist Swanee in balancing schedule with big picture goals for each day, frequently directly supporting the completion of priorities

·        Proactively ensure that Swanee is on time for appointments throughout the day

·        Prioritize, track, and respond to invitations; coordinate with other entities regarding political events, and invitations; review invitations on a daily or weekly basis with Swanee

Personal/Administrative

·        Track Swanee’s boards, membership, awards, and honors

·        Maintain an inventory of Swanee authored books (includes tracking distribution)

·        Maintain morning and evening checklists and end of day documents, along with other members of team

·        Support preparation for professional and personal meetings (printing and organizing documents, research as needed)

·        Provide administrative and personal support to Swanee on an as needed basis

o  (i.e. other duties as assigned)

·        Handle all personal purchases for Swanee, including gifts and flowers

·        Support Swanee with personal correspondence such as cards, e-card, and thank you notes

·        Provide regular staffing support to Swanee for meeting days and events

·        House Manager backup and support, could include grocery shopping, personal errands and tasks around the home

·        Other duties as assigned, often includes full days of personal non-professional tasks

Information Technology Management

·        Support Swanee is all aspects of her IT management, includes two computers, speakers, microphones, and docking stations

·        Track and manage various IT issues as they arise, often involves working with various staff and tracking progress in an organized document

·        Manage IT relationship for Swanee and outside IT firm – Community IT, includes troubleshooting and maintaining system updates

Qualifications

  • Flexible scheduling and the ability to stand in for several roles, personal and professional
  • Excellent communication skills; near perfect grammar, spelling, syntax and punctuation; confident and poised oral communication
  • Superior organization skills; proven experience tracking, organizing, and following through on tasks
  • Discretion and diplomacy in dealing with confidential/personal information
  • Expert time management skills; demonstrated experience with constant prioritization and handling multiple and sometimes conflicting priorities
  • Meticulous attention to detail; ability to link disparate elements
  • Professional, polished appearance; positive attitude, good judgment and sense of humor
  • Proactivity, self-motivation, and ability to work independently; willingness to see beyond the job description, recognize needs, and execute tasks as necessary
  • Flexibility and nimbleness in a fast-paced, rapidly evolving environment; can do mindset in the face of adversity
  • Willingness and ability to work long hours, if needed
  • Fluency with MS Office including Outlook, Word, Excel and PowerPoint; experience with Raiser’s Edge a plus
  • Ability and willingness to see beyond job descriptions, recognize needs, and complete tasks as necessary    

This position is based full time out of the home of Ambassador Swanee Hunt. Swanee utilizes her home as an office, and a few staff (personal and professional) work from that space. Though the space is utilized as an office, it is her home. The…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    July 8, 2021
  • Education
    4-Year Degree Required
  • Professional Level
    Professional

Salary

$50,000 - $54,000

Benefits

Compensation will be commensurate with experience. Employee benefits include medical, dental, and vision insurance, life, ADD, and short- and long-term disability plans. The organization provides a 401(k) plan and matches 100% of the first six percent of an employee’s annual salary that she/he contributes to her/his plan. Swanee Hunt Alternatives offers 28 days of paid time off per year. This includes all holidays, vacation days, and personal days. Swanee Hunt Alternatives also offers 5 paid sick days per calendar year. Other benefits include parental leave, flexible healthcare and dependent care spending accounts, and professional development.

Compensation will be commensurate with experience. Employee benefits include medical, dental, and vision insurance, life, ADD, and short- and long-term disability plans. The…

Location

On-site
2660 Connecticut Ave NW, Washington, DC 20008, USA
3F

How to Apply

Please submit well written cover letter and resume to the email address provided.

A diverse workforce helps Hunt Alternatives realize its fullest potential. We are committed to fostering an environment founded on justice and equity that embraces mutual respect, cooperation, and productive relationships.

Please submit well written cover letter and resume to the email address provided.

A diverse workforce helps Hunt Alternatives realize its fullest potential. We are committed to…

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