What are the responsibilities and job description for the Senior Executive Assistant position at The Consortium, Inc.?
Contractor will need to come to the D.C. office Tuesday - Thursday and WFH Monday and Friday.
Responsible for providing administrative support to three executive-level individuals. Assistant must be creative and enjoy working within a fast-paced environment that is mission-driven and results-oriented. The ideal individual will require the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This position requires the ability to work under pressure and manage a wide variety of activities and confidential matters with discretion. Must be able to interface well with all departments of the company and to represent the executive officer in a highly professional manner. Strong communication skills and multi-tasking capabilities are a must. Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
DUTIES AND RESPONSIBILITIES
Communications
• Writes error-free, eloquent emails and letters for various events and announcements.
• Provides a bridge for smooth communication between other internal departments;
demonstrating leadership to maintain credibility, trust and support with senior management
staff.
• Consolidation of weekly, and quarterly team status reports (including team Directors), and
program or key strategic priority updates.
Calendar Management
• Plans, coordinates and ensures the VPs’ schedules are followed and respected. Provides
"gatekeeper" and "gateway" role, creating win-win situations for access executive’s time and
office.
• Works closely and effectively with the VP, to keep them well informed of upcoming
commitments and responsibilities, following up appropriately. Acts as a "barometer," having a
sense for the issues taking place in the environment and keeping the VPs updated.
Events and Meetings
• Takes notes and distributes meeting minutes, agendas and meeting packages.
• Sets-up staff meetings, maintains electronic staff calendars and organizes team events.
• Prepares for meetings including ordering lunch, booking conference rooms, setting up projector
or video conferencing units.
Travel
• Provides travel arrangements for VPs and other leaders on the team; sometimes handling
complex travel scenarios.
• Becomes familiar with the specific, detailed needs of the VPs and travel partners; creates
consistent travel itinerary portfolios for reference and be available during travel times to quickly
address any last-minute changes or cancellations.
• Must be proactive in understanding – and adhering to – all travel policies and procedures.
Expenses and Budgeting
• Accurately tracks expenses for VPs by managing credit cards and receipts. Processes and
submits receipts accurately and on schedule.
Onboarding and Coordination
• Coordinate with Business Unit Coordinator to set up new contractors or employees. Acts as a
liaison with outsourced IT consultant on all technology-related issues, including rapidly
responding to staff problems and network outages.
Other team duties as assigned; examples include:
• Vendor, product and contract management
• JIRA Reporting/Clean Up (Willingness to learn)
• Workflow monitoring, reporting and clean up (Willingness to learn)
• Email reporting and monitoring (Willingness to learn)
• Infonet/Intranet site content editor (Willingness to learn)
• Email QA/QC (Willingness to learn)
Years of experience: 5 as executive assistant/assistant.
Qualities:
Highly detail-oriented and capable of managing complex schedules, competing priorities, and deadlines
Excellent communication skills, the individual must be clear, professional, and diplomatic in both written and verbal interactions. The individual should be comfortable liaising with stakeholders across all levels, from internal teams to external executives.
A positive, energetic individual with people skills who is able to make connections with others to get tasks completed
Must be proficient in digital productivity tools (Microsoft Office, etc.)
Willing and able to learn new skills/tools
For consideration, please submit your resume as a MS Word attachment to careers@consortiuminc.com
The Consortium
"Combining Talent with Technology"
www.consortiuminc.com
Salary : $44
