Administrative Assistant to the Leadership Team

Job Description

Job Description

Description:

The Institute of World Politics (IWP) is a leading graduate school dedicated to promoting understanding and knowledge of international relations, diplomacy, and statecraft. We are seeking a highly organized and efficient individual to join our team as the Administrative Assistant to the Leadership Team. This position plays a critical role in providing comprehensive administrative support to the Chancellor, President, and Executive Vice President, ensuring the smooth and efficient operation of the Institute’s executive offices.

Essential Functions and Responsibilities

To perform in this position successfully, the individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.

• Provides broad, executive-level administrative support to the Leadership Team, including but not limited to managing schedules/calendars, screening and managing email and telephone communications, preparing and briefing for upcoming meetings, events, commitments, projects, composing and preparing confidential correspondence, and arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Works closely with the Chancellor, President, and Executive Vice President to prioritize tasks, meetings, and commitments to ensure efficient use of time; coordinates across the leadership team to avoid scheduling conflicts and facilitate alignment.
• Collaborates with various departments and stakeholders, facilitating communication and cooperation.
• Acts with professionalism, discretion, and decorum in all interactions and decisions. Adapts to evolving needs and situations with flexibility and a solution-oriented approach.
• Answers, screens, and refers email and telephone calls on behalf of the leadership team. Uses discretion in assessing the priority and urgency of messages. Researches background information to assist leadership in addressing questions or concerns.
• Performs records management of a complex filing system by overseeing the system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed.
• Safeguards the confidentiality of Institute administration by exercising discretion in communicating information to faculty, students, staff, and the various publics served by IWP and in handling administrative records, files, and similar confidential items. Maintains a strict policy of diplomacy.
• Contributes to the overall success of the Institute by performing other essential duties and responsibilities as assigned.
• Assists with special events (fundraising or cultivation) as directed.

Supervisory Responsibilities - None

Knowledge, Skills and Abilities

• Clerical – Expert knowledge of administrative and clerical procedures and systems, such as Microsoft Office, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Administration and Management - Proficient knowledge of business and management principles involved in strategic planning, resource allocation, leadership techniques, and coordination of people and resources.
• Customer and Personal Service - Expert knowledge of principles and processes for providing people and personal services that include understanding needs, meeting quality standards for services, and evaluating customer satisfaction.
• Computers and Office Equipment – Expert knowledge of office equipment and other relevant technology (software and systems) to meet business needs.
• Expert Communication Skills- Highly skilled in communicating information to individuals or groups; ability to deliver information suited to the characteristics and needs of the Institute’s audience. Ability to convey information clearly and concisely to groups or individuals, either verbally or in writing, to ensure that they understand the information and the message. Ability to listen and respond appropriately to others.
• Proficient Interpersonal Skills: Skilled in developing and maintaining effective relationships with others to encourage and support communication and teamwork. Ability to build and maintain ongoing, collaborative working relationships with coworkers to achieve the goals of the work unit.
• Adaptability—Ability to maintain effectiveness when experiencing major changes in work tasks or the work environment.
• Stress Tolerance—Ability to deal with high-stress situations calmly and effectively.
• Written Expression —Ability to communicate information and ideas in writing effectively.

Education and Experience Requirements

• Bachelor’s degree.
• Minimum of three years of increasingly responsible executive administrative or professional experience is required. 
• Experience with CRM preferred.

Work Environment

• General office environment with daily on-site work required.
• After hours and event support occasionally required.
• Core Hours of work and days are Monday through Friday. This role requires work schedule flexibility based on the Institute’s events and student needs, and the Leadership Team’s schedules.
• Travel: This position is required to travel up to 5% of working time.

This position description does not imply that the stated requirements are the only expectations for the position. Incumbents are expected to perform any other duties that may be assigned. IWP has the right to revise this position description at any time. IWP is an “at will” employer, and as such, neither this position description nor your signature constitutes any form of contractual agreement between you and IWP.

Requirements: