Executive Office Associate

Job Summary The primary purpose of this position is to provide support to AAUW’s CEO and Executive Office, which involves a wide variety of duties that are critical to ensuring smooth and seamless business processes. The day-to-day responsibilities cover the administrative duties required for a busy and visible executive, executive office, and active and engaged board of directors. Duties must be carried out with a high degree of confidentiality, professionalism, proactivity and flexibility. Essential Job Functions Executive Office Support Provides administrative support to the CEO. Maintains and coordinates the CEO’s meeting schedule, including the management of calendars, related correspondence, meeting details and logistics coordination. Coordinates events and executive meetings including recurring staff meetings, new audience meetings, external prospect meetings and affiliate meetings and conventions. Maintains briefing materials and talking points for meetings and speaking opportunities. Liaises with other divisions to coordinate materials as needed. Coordinates, prepares and manages CEO’s travel arrangements, expense reports and credit card reconciliations. Prepares itineraries and advance materials for meetings and events. Tracks and drafts follow-up correspondence on behalf of the CEO. Ensures priority items and action items are on track, timely and on schedule in concert with CEO which includes a daily “End of Day (EOD)” tracker and assessment of materials required for the next day/week. Uses initiative and judgment to assess inquiries made to the CEO, determines the proper course of action, and makes recommendations as appropriate. Maintains and monitors the Executive Office email box; forwards and drafts responses as appropriate and follows up to ensure timely responses. Receives and responds to affiliate speaking requests and maintains a tracker for assignments. Maintains and organizes Executive Office files and records. Performs other related tasks as assigned. Core Competencies Adaptability & Accountability: Adapts to changes in the work environment, manages competing demands, open to criticism and feedback, changes approach or method to best fit the situation, and takes responsibility for own actions. Analytical Skills: Synthesizes complex or diverse information, prioritizes projects, and determines best way of meeting deadlines and requirements. Attendance & Punctuality: Schedules time off in advance, begins working on time, keeps absences within guidelines, ensures work responsibilities are covered when absent, and arrives at meetings and appointments on time. Business Ethics: Works with integrity and ethically, upholds organizational values, and abides by written policies. Communication: Ability to communicate clearly and effectively in English and take direction from supervisors. Expresses ideas and thoughts both verbally and in written form, exhibits good listening skills and comprehension, responds well to questions, and writes clearly and informatively. Edits work for spelling and grammar. Presents accurate numerical data effectively. Compliance: Within specified functional area of authority, is personally accountable to understand and ensure regulatory and policy compliance with state and federal requirements in accordance with their respective job duties and responsibilities. Confidentiality: Maintains a high degree of confidentiality. Culture: Demonstrates and supports a culture of diversity, equity and inclusion through cultivating awareness, continuous development, and modeling inclusive behaviors. Customer Service: Provides prompt and high-quality service to team members, vendors, and internal/external customers. Ability to remain calm in stressful situations. Resolves service issues in the assigned project/department in a timely and professional manner. Independence of Action: Sets goals and determines how to accomplish defined results with some guidelines. Follows precedents and procedures. Seeks assistance when confronted with difficult and/or unpredictable situations. Judgment: Displays willingness to make decisions timely, exhibits sound and accurate judgment, supports and explains reasoning for decisions, includes appropriate people in decision-making process, and takes responsibility for communication including what is heard. Organization: Maintains clean, functional workspace, continuous workflow to meet daily/weekly/monthly deadlines. Safety: Attends required safety meetings, follows the Injury and Illness Prevention Plan (IIPP)/Safety Plan and reports unsafe conditions, keeps workspace in safe condition. Teamwork / Morale: Treats others with professionalism, gives and welcomes feedback, inspires the trust of others, displays a solution-driven mindset, offers assistance and support to co-workers consistent with this role, works cooperatively and collaboratively in group situations. Engages consistently in professional behavior. Training: Completes Company-required training timely. Qualifications, Experience, And Education Bachelor's degree in a relevant field; or equivalent combination of education and experience will be considered. 3 - 5 years of progressive experience in a relevant field or closely related area. Strong attention to details. Excellent writing and editing skills. Demonstrated project management skills. Ability to prioritize and meet deadlines – excellent organizational, workflow and time management skills required. Ability to work well under pressure and adapt to unexpected events while prioritizing in a multi-tasked and deadline-driven environment. Proactive self-starter with strong problem-solving skills. Ability to maintain a high level of confidentiality, professionalism, diplomacy and discretion. Comfortable working with people at all organizational levels. Personal qualities of integrity, credibility and a commitment to inclusion and equity. Clear understanding and commitment to AAUW values, mission, goals and objectives. Computer And Equipment Skills Foundational computer skills, including Microsoft Office Suite and the Internet. Ability to navigate at a basic level within web-based applications. Use of Outlook email and calendaring. Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint, Access, and/or other web-based applications. May produce complex documents, perform analysis, and maintain databases. Use of online teleconferencing software (e.g., Zoom or Teams). Compensation and Location The salary range for this position is $70,000 to $75,000 (commensurate with experience) and it is offered along with a competitive benefits package. The position is based in Washington, DC. AAUW is a non‑profit organization whose headquarters and staff are based in Washington, D.C. This is an in‑office position with the option of working remotely up to three days per week. In keeping with AAUW's commitment to a safe working environment, AAUW may require selected candidates to submit proof of full vaccination against COVID‑19 prior to extending a job offer. If a candidate has a qualifying medical condition that contraindicates a covid‑19 vaccination, a medical exemption form should be requested from Human Resources. #J-18808-Ljbffr AAUW