Description :
AED's Operations Group provides AED staff with strategic guidance and assistance in developing new initiatives and managing existing programs. Working closely with the Program Group and Center Directors, the Operations Group, under the leadership of the Chief Operating officer (COO), is responsible for: managing AED's routine program operations; ensuring consistency betweenAED's goals, policies, and program implementation needs; the tactical and strategic implementation of development investments; administering the Employee Awards Program which supports program innovation, publications dissemination, and technical and management achievements; coordinatingAED's staff safety and security program; and soliciting feedback from staff, clients, and partners regarding how to improveAED's operations. The Operations Group includes the following teams: Operations, Development and Planning, Bids and Proposals, Information Services, and International Recruitment.
Position Summary :
The Executive Assistant tracks the status of day-to-day program operations, and provides administrative and logistical support for the Chief Operating officer.
- Provide executive administrative and logistical support to the COO;
- Track the status of day-to-day program operations, develop various reports, arrange meetings, write correspondence, maintain files, and provide other essential backstopping to the operations department;
- Coordinate the four awards programs in accordance with the AED Employee Awards Guidelines;
- Assist the COO with coordinatingAED's safety and security program;
- Serve as liaison between Operations and the Program Groups to ensure consistency of policies, goals, and program implementation;
- Other tasks and duties as assigned.
Essential Job Functions :
Executive Administrative and Logistical Support (65%)
- Schedule and arrange meetings for COO
- Track the status of day-to-day program operations by monitoring the status of the COO's inbox items in order to respond to queries
- Provide phone coverage for COO and greet visitors and meeting attendees
- Prepare meeting materials and format documents including financial, administrative, and other reports as requested for COO
- Prepare meeting venues and refreshments, as required or requested
- Liaise with various executive assistants, operations and finance counterparts within the organization to obtain data for reports and to coordinate daily activities among senior management, as necessary
- Arrange domestic and international travel for COO and prepare expense reports
- Direct internal and external clients to appropriate points of contact within AED
- Respond in writing to external queries
- Maintain COO and Operations files
- Lend support to special projects as necessary, such as coordinating special VIP events or coordinating the production and publication of event brochures
- Provide other essential backstopping to the operations department or COO as requested
Employee Awards Program (25%)
- CoordinateAED's Employee Incentive Awards Program which includes: AED Leadership Awards, Innovative Awards, Publication Awards, and Quarterly Awards
- Process payment authorization to payroll for award recipients
- Plan and coordinate awards ceremony for AED Leadership Awards with AED Design Team and Conference Center staff
- Draft reports and provide updates on Employee Awards policies, procedures, and winners to senior management
- Communicate award winners to AED staff through various channels, i.e., newsletter, Portal site updating, emails to staff, etc.
- Maintain accurate backup files of employee award recipients
Safety and security (10%)
- Coordinate roster of duty officers for after-hours beeper system
- Train duty officers on the emergency beeper system
- Track and disseminate travel advisories and other travel-related risk information to internal listserv and program staff
- Collect and maintain inventory of project Safety and Security Contingency Plans and Security Management Plans
- Provide feedback on the staff safety and security program from project staff and duty officers to COO for review
Miscellaneous
- Provide other support and complete tasks and special projects as may be requested or assigned by COO or Operations Manager
The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with a job.
Education : Bachelors in one of the following or related fields: International Affairs, International Business, International Development, Political Science, Public Affairs, Social Science and Other Job-related Field required or equivalent combination of education and work experience.
Experience : 4 year(s) of relevant experience required
Specific Knowledge Requirements : Knowledge and understanding of the responsibilities and demands inherent to working with senior management and executive-level staff
Familiarity with international affairs and multilateral donors, domestic funding sources and private sector funding preferred
Familiarity with the project implementation cycle
Understanding of non-profit finance and administration preferred
Experience and understanding of office services processes, including mail distribution and processing, courier services, office supplies inventory and maintenance
Skills :
Must be able to use MS Word, Excel, PowerPoint as well as email, communications and information systems software
Must be extremely detail-oriented
Must be a self-starter
Excellent writing/editing skills and good command of English language
Demonstrated ability to assume responsibility, organizing time to ensure completion of tasks on a daily basis
Ability to use standard office equipment: i.e., photocopier, facsimile, typewriter, calculator
Ability to work under pressure, meet deadlines and work with a diverse group of people
Additional Information : Must be able to work some evenings on occasion.
Interested applicants should send resume with cover letter referencing position#MD8171jbstr to: AED/HR, 1825 Connecticut Avenue, NW, Washington, D.C. 20009; fax: (202) 884-8413 or email: employ@smtp.aed.org. For additional information, visit our website at http://www.aed.org.
We thank all individuals for their interest inAED, however only those selected for interviews will be contacted.
Individuals responding to job postings are considered applicants if you meet the following criteria: (1) have expressed interest through the Internet, email or other related technologies, (2) are considered by the AED for a particular position, (3) possess the basic qualifications for the position and (4) do not at any point remove yourself from consideration.
AA/EOE/M/F/D/V