Executive / Administrative Assistant

About the Potomac Institute for Policy Studies :

The Potomac Institute for Policy Studies is an independent, nonpartisan, nonprofit, science and technology (S&T) policy research institute. The Institute identifies and leads discussions on key S&T and national security issues facing our society, providing an academic forum for the study of related policy issues. Based on data and evidence, we develop meaningful policy recommendations and ensure their implementation at the intersection of business and government.

The Potomac Institute for Policy Studies is seeking a full-time Executive / Administrative Assistant.

About the Role :

The Potomac Institute for Policy Studies is hiring for the position of Executive / Administrative Assistant. The Executive / Administrative Assistant will play a crucial role in ensuring smooth operations at the highest levels of our organization. This role has four major tasks; executive support, event coordination / support, support to the finance and accounting (F&A) department, and office management. This is a highly visible position at the Potomac Institute, for which the primary responsibility is to represent the Institute in a professional manner to personnel and clients. Ideal candidates will have at least a bachelor's degree and be professional, courteous, proactive, organized, and patient. Candidates must be comfortable and skilled at interacting with a variety of people, including high-level government officials. All candidates must be U.S. citizens.

Requirement for this position : All applicants must have working knowledge using Microsoft Office software (Word, Excel, Power Point, Outlook and Teams).

Breakdown of Responsibilities :

30% Executive Support

Manage an executive level calendar and provide scheduling support to the Chief Executive Officer and Chief Financial Officer. Help prepare executive correspondence and materials as needed for Senior Management (CEO, CFO and Chairman of the Board) and Board of Directors. Prepare and submit expense reports on behalf of Senior Management.

30% Event Coordination / Support

Provide day of support to the Education Manager on Potomac Institute Conferences and Education Courses. Occasionally provide tech support / troubleshooting during events and meetings. Plan and execute the Institute’s semiannual dinner speaker series; including sending invitations, coordinating with the venue and speaker, and managing RSVPs.

20% Support to F&A Department

Review and process incoming A / P invoices. Accurately sort, code and enter invoices into the Accounting System. Organize and maintain the A / P email inbox. Reconcile corporate credit card statements. Sort and task finance department mail.

20% Receptionist / Office Management

Provide a professional, welcoming atmosphere that includes prompt and courteous greeting for visitors and staff in-person, on the phone, and via email. Monitor visitors’ access and oversee sign-in procedures for facility security purposes. Operate the office’s multi-line phone systems. Provide general administrative support including processing mail and shipments, daily collection and distribution of mail, following and maintaining calendars, and updating general records and files.

Security Clearance :

Must be eligible to obtain a Secuity Clearance.

Qualifications :

Bachelor's degree or equivalent experience

Proficient in Microsoft Office suite

Tech savvy with a willingness to troubleshoot issues as they arise

Experience in managing multiple priorities, administrative coordination, and logistics

Well-organized, detail-oriented, ability to multi-task with great follow-up skills

Strong written and verbal communication skills

This is a full-time position with a flexible hybrid schedule. For candidates meeting the qualifications, the expected base salary is $60,000 to $70,000. The Potomac Institute for Policy Studies offers a generous benefits package that includes coverage for medical, dental, vision, life insurance, disability, 403b plan, and paid time off.

Potomac Institute for Policy Studies is an Equal Opportunities Employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.

Salary : $60,000 - $70,000