What are the responsibilities and job description for the Executive Administrative Assistant position at World Food Program USA?
Job Details
Description
Overall Position Description:
The Executive Administrative Assistant is primarily responsible for providing comprehensive support to the CEO, ensuring efficient operations within the Executive Office. Reporting to the Chief of Staff, this role involves managing a complex schedule, travel arrangements, cross-functional meeting coordination and presentation of supporting materials. With meticulous attention to detail and exceptional organizational skills, the Executive Administrative Assistant will anticipate the needs of the CEO and proactively address tasks to facilitate effective leadership. The ideal candidate is patient, highly organized, and comfortable with a dual reporting structure, fast-paced and ever-changing schedule.
Highlighted Responsibilities:
- Support the CEO: Manage the CEO's calendar, coordinate meetings, and ensure that all necessary materials are prepared in advance.
- Arrange travel for the CEO, paying close attention to schedules and preferences.
- Respond promptly to meeting and information requests, prioritizing based on urgency and importance.
- Assist with Executive Office standard operating procedures/internal communications efforts to enhance engagement and clarity.
- Attend meetings as requested, capturing key points and managing follow-up actions effectively.
- Cultivate excellent working relationships with stakeholders – internal and external to facilitate effective communication.
- Support WFP USA-hosted events as needed including board meetings, staff meetings and retreats.
- Process expense reports for the CEO and Chief of Staff accurately and in a timely manner.
- Prepare correspondence and materials on behalf of the CEO and Chief of Staff as requested.
- Undertake other duties as directed, demonstrating flexibility and adaptability.
Qualifications
A Well-Qualified Candidate Will Possess the Following:
- Proven experience in a high-level executive/personal assistant role
- Exceptional attention to detail and highly organized.
- Excellent writing, research, and communication skills.
- Collaborative and team-oriented
- Proficiency in Microsoft Office applications and strong technology skills.
- Demonstrated ability to take initiative, work independently and anticipate needs.
- Demonstrated flexibility and exemplary customer service skills for diverse audiences.
- Ability to handle confidential matters with integrity.
- Strong interpersonal skills to build relationships with the CEO and senior leadership team, staff, board members, external partners, and donors.
- A proactive approach to problem-solving and strong decision-making capabilities.
- Adaptable and comfortable with new challenges from technology to personal preferences.
- A professional, polished demeanor with a sense of humor and warmth.
- Strong affinity for World Food Program USA’s mission and priorities