Executive Assistant

IMPORTANT:  This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders.  Other applicants need not apply.

 

Executive Assistant
Location:   Arlington, VA
FLSA Classification:  Exempt
Reports to:   Chief Operating Officer
Last Updated:   December 2011
Travel:    Up to 10% on average annually
 
Position overview
The Executive Assistant will report directly to the Chief Operating Officer (COO). The COO oversees Global and Regional Programs and Finance & Operations. Duties include managing international and domestic travel and meeting schedules; editing and proofreading documents related to Rare’s programmatic and operational functions; special projects for the COO and Rare’s Leadership Team;  significant interaction with the Board of Directors, particularly the Finance and Human Resources Committee and the Program Committee; budget management, reviewing and approving of team expenses reports and timesheet accounts; scheduling and coordinating arrangements for all regular and ad hoc meetings and events; and performing other duties as assigned.  The successful candidate is expected to function as an integral part of a fast-paced office and to facilitate the effective day-to-day global operations of the organization.
 
The EA will work on strategic projects that will necessitate professionalism and discretion.  Assignments are related to a variety of Rare functions including preparing for regular regional, Leadership Team, and Board of Director meetings, and liaise with external partner organizations on behalf of the office of the COO. Projects require application of seasoned administrative skills with full understanding of potential scope and impact of the project/assignment, either locally or internationally.
 
Areas of Responsibility/Performance Expectations
 
Administrative Support for COO (45%)

• Anticipate the needs of the COO, including an awareness of various timelines and commitments to ensure the COO’s schedule is maintained appropriately.
• Oversee the scheduling of regular and ad hoc meetings, appointments, and conferences calls for all regions and other relevant departments.  Oversee coordinate of related arrangements and logistics (such as coordination of outside participants, meeting rooms, presentation equipment, and agenda preparation, and distribution of reports and materials).
• Establish and oversee an effective and well-documented paper and/or electronic records management system for correspondence and other materials.  Develop and maintain databases or systems as requested to track and organize program information, e.g., programs, projects, initiatives, staff.
• Coordinate travel and meeting arrangements and conference calls involving multiple parties, including regional staff.  Coordinate logistical needs and prepare detailed itineraries including, but not limited to: airline/airport information, rental car arrangements, hotel information, meeting times, who meetings are with, meeting location, parking instructions, lunch and/or dinner arrangements, directions/maps to hotels, background research and preparation, and any other information that may be required.

Meetings Management (25%)

• Manage all internal team meetings for quarterly regional meetings, global and regional leadership team meetings and retreats, and any other day-to-day interactions with the office of the COO.
• Coordinate with other Executive Assistants at Rare to ensure all senior leadership is equipped with relevant information necessary in advance of meetings.
• Prepare comprehensive meeting agendas and background briefings as necessary; level of involvement will vary from drafting the documents to liaising with other departments to collect and assimilate diverse content.
• Manage Board committee meetings for the Program and Finance/HR Committees.
• Attend and take detailed notes for COO in board committee meetings and various other senior meetings.

Budget Development, Tracking and Analysis (10%)

• Work with COO to develop annual budget
• Consistently submit, monitor, and track budget expenses by analyzing budgets-to-actuals on a monthly basis.
• Maintain a high degree of urgency, confidentiality and sensitivity to ensure timely handling of specific budget and planning materials.
• Deliver resource reallocation recommendations as appropriate to the COO based on accurate budget and expense reviews. 
• Collect, maintain, and analyze date from past fiscal year as it relates to assisting in the development of the next fiscal year's budget.
• Review and approve all expenses reports and timesheet accounts.
• Work closely with the finance department.

 
Research, Writing & Editing (10%)

• Regularly draft, edit, and/or proof correspondence, presentations, detailed notes, and other materials and communications. 
• Review and proofread documents for the COO’s review and/or signature assuring appropriate protocols are followed at all times and that proper attachments and supplementary materials accompany items for review and signature.
• Perform basic research, summarize, and present findings in both verbal and written format on a variety of different topics for the COO and/or other departments.

 
Special Projects (10%)

• The EA will work with the COO on special projects that affect the regional offices, Leadership Team, and/or the Board of Directors.
• These projects will range in level of complexity, urgency, independence, and scope.

 
Required Qualifications, Skills & Knowledge
A college degree and 2-3 years of work experience performing a range of programmatic, analytical, and administrative functions in a fast-paced, high-growth environment.

• Demonstrated success in project management and advancing multiple projects simultaneously
• Experience in meeting planning such as scheduling meetings, preparing and disseminating related communications, coordinating travel arrangements
• Exemplary organizational skills and meticulous attention to detail
• Demonstrated experience in relationship management or communications to a wide range of audiences including senior leaders
• Interest and/or prior experience in international, cross-cultural work environments desired; willingness to work flexible hours on an as-needed basis to serve the needs of a global organization with diverse time zone needs
• Penchant for problem-solving and collaborating with different teams throughout the organization in a fast-paced environment
• Initiative to take on new projects and continually exhibit a positive, proactive attitude towards all tasks
• Willingness to be hands-on in a role that is demanding and requires a high level of energy
• Strong writing skills and prior experience in proofreading and editing
• Previous experience in budgeting and planning is preferred
• Strong business judgment and ability to manage changing priorities and competing deadlines to ensure accuracy and high quality standards
• Proficiency with word processing, Outlook, and spreadsheet software required; knowledge of Salesforce a plus
• Must be able and willing to travel domestically and internationally
• Spanish, Mandarin, Tagalog, and/or Bahasa Indonesia language skills a plus