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Executive Assistant to the President and Program Vice President

New America is an innovative, nonprofit think tank dedicated to renewing America by continuing the quest to realize our nation’s highest ideals, honestly confronting the challenges caused by rapid technological and social change, and seizing the opportunities those changes create.  Located just steps from the White House in Washington, D.C., we are seeking an Executive Assistant to provide dual administrative and operational support to the President & COO and Program Vice President.

DUTIES/ RESPONSIBILITIES: (Essential Functions: Duties and responsibilities noted with bullets are considered to be the essential functions of the job).

  • Complete a broad variety of administrative tasks for the President and VP  including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
  • Plan, coordinate and ensure the President and VP’s schedules are followed and respected. Provide "gatekeeper"role,  creating win-win situations for direct access to the their time and office.
  • Research, prioritize, and follow up on incoming issues and concerns addressed to both the President and VP, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
  • Provide a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.  
  • Manage team timecards and PTO approval process for the President and VP’s direct reports.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President and VP’s ability to effectively lead.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Maintain a high level of awareness of scheduled presentations and travel itineraries for the President, VP and the Directors within the unit, providing assistance as necessary in coordinating these events, and helping participants prepare accordingly.
  • Lead the lead the bi-weekly organization-wide announcement/briefing process, driving content collection and collaboration; and producing the draft for President’s bi-weekly review and approval.
  • Create highlights for All Staff meetings to be posted to New America intranet
  • Provide light research (e.g., meeting participant biographies, organizational background info) in preparation for principal meetings
  • Prepare and analyze internal survey data for dissemination, interpretation and review by key organizational stakeholders

OTHER DUTIES:

  • The incumbent may be asked to perform additional duties and take on other responsibilities as dictated by events and circumstances.

QUALIFICATION/EDUCATION and/or EXPERIENCE REQUIREMENTS:

  • Strong work tenure: minimum of 3 years of experience supporting C-Level Executives, preferably in a non-profit organization  
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors  
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of  service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions  
  • Demeanor and quality of work are not impeded by highly influential or well-known individuals
  • Must have confident demeanor and excellent rapport when interacting with all levels of staff
  • Ability to work independently with limited supervision and instruction at times
  • Portray a positive and professional image of the President and VP at all times
  • Proficient in MS Outlook Suite, and generally comfortable learning and using new technologies, applications and hardware.

APPLICATION PROCESS:

  • Submit a cover letter and resume.

Please, no phone calls or emails.

New America is an equal opportunity employer committed to hiring a diverse workforce at all levels of the organization thereby creating a culture that allows us to better serve our clientele, our employees and our communities. We value and encourage the contributions of our employees and strive to create an environment where everyone can reach their full potential and drive outstanding results. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, marital status, veteran status, gender identity or expression, or any other basis protected by local, state, or federal law. This policy applies with regard to all aspects of one’s employment, including hiring, transfer, promotion, compensation, eligibility for benefits, and termination.

 

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