Executive Assistant to the President

National Democratic Institute (NDI)
  • Location
    Washington, D.C.
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Jul 19

Position description

The National Democratic Institute for International Affairs (NDI) seeks to hire an Executive Assistant to effectively and efficiently manage and support the business affairs and daily activities of NDI’s President by performing the following duties:

  • Completes various administrative functions for the President and the Executive Office, including but not limited, to managing the President’s schedule and coordinates external speaking engagements, providing gateway/gatekeeper services for calls and visitors, gathering material for speeches, transcribing and proofing correspondence for signature, and executing accounting processes (credit card reconciliation, cell phone bill, etc.)
  • Generates travel preparations (transportation, passport and immigration documents, per diem, lodging, etc.) and schedules for President, when necessary, also generates arrangements visiting dignitaries
  • Manages the President’s workflow and priorities by effectively managing schedule and anticipates future needs
  • Coordinates President’s outreach to partner organizations, Executive Branch, Capitol Hill, NDI field offices, etc
  • Interfaces with staff and external stakeholders to ensure proper briefing materials (memos, talking points, agendas, logistics) are delivered in advance of engagements
  • Coordinates with various teams for review of proposals and approval of documents
  • Oversees arrangements for external meetings and visiting dignitaries
  • Oversees the creation and maintenance of contact lists of dignitaries, embassy officials, political leaders, donor organizations and members of the international community
  • Serves as a backstop liaison between President’s Office and Board of Directors; coordinates briefing materials, schedule details and talking points as necessary
  • Serves as liaison between the Executive Office and internal departments and staff and organizes monthly video calls with various members of NDI’s field offices; includes outreach, set up, note-taking and follow-up
  • Provides assistance, as needed, in organizational functions such as briefings, special events
  • Performs other duties as assigned by the President

Qualifications

  • Bachelor’s degree required, however, a combination of education/experience is considered in lieu of a degree
  • Minimum seven (7) years of experience providing executive level administrative support, handling multiple tasks and diplomatic engagement to various stakeholders
  • Non-profit and/or international experience in developing countries is a plus 
  • Demonstrated high level interpersonal skills and cultural sensitivity to effectively interact with all levels of staff, US and foreign government personnel, members of donor organizations, funders and policy makers; extensive experience working directly with US/foreign governments and foreign nationals a plus
  • Understanding of appropriate diplomatic protocol and procedures
  • Experience using strong oral communications skills to deliver information effectively to different audiences
  • Strong writing capabilities using appropriate grammar, spelling, and punctuation to provide written responses to questions, prepare reports and organize conferences
  • High level of organizational skills; experience prioritizing and managing multiple projects simultaneously and following through on issues in a timely manner
  • Proficiency using software programs including MS Office Suite (Excel, Word, PowerPoint, etc) in daily tasks, calendar software such as Outlook, Gmail to schedule meetings and events; video conferencing to schedule activities with the NDI field offices or other partners;  Experience with Google Apps (Gmail, Calendar, Google Drive, G+, etc.) strongly desired
  • Ability to take initiative, anticipate needs, and escalating situations accordingly
  • Familiarity with and ability to learn and operate, various types of office equipment

Application instructions

Please be sure to indicate that you saw this position on Globaljobs.org

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