Senior Executive Assistant

at  The Consortium Inc

Contractor will need to come to the D.C. office Tuesday - Thursday and WFH Monday and Friday.
Responsible for providing administrative support to three executive-level individuals. Assistant must be creative and enjoy working within a fast-paced environment that is mission-driven and results-oriented. The ideal individual will require the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This position requires the ability to work under pressure and manage a wide variety of activities and confidential matters with discretion. Must be able to interface well with all departments of the company and to represent the executive officer in a highly professional manner. Strong communication skills and multi-tasking capabilities are a must. Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.

DUTIES AND RESPONSIBILITIES

Communications

• Writes error-free, eloquent emails and letters for various events and announcements.
• Provides a bridge for smooth communication between other internal departments;

demonstrating leadership to maintain credibility, trust and support with senior management

staff.

• Consolidation of weekly, and quarterly team status reports (including team Directors), and

program or key strategic priority updates.

Calendar Management

• Plans, coordinates and ensures the VPs schedules are followed and respected. Provides

“gatekeeper” and “gateway” role, creating win-win situations for access executives time and

office.

• Works closely and effectively with the VP, to keep them well informed of upcoming

commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a
sense for the issues taking place in the environment and keeping the VPs updated.

Events and Meetings

• Takes notes and distributes meeting minutes, agendas and meeting packages.
• Sets-up staff meetings, maintains electronic staff calendars and organizes team events.
• Prepares for meetings including ordering lunch, booking conference rooms, setting up projector

or video conferencing units.

Travel

• Provides travel arrangements for VPs and other leaders on the team; sometimes handling

complex travel scenarios.

• Becomes familiar with the specific, detailed needs of the VPs and travel partners; creates

consistent travel itinerary portfolios for reference and be available during travel times to quickly

address any last-minute changes or cancellations.

• Must be proactive in understanding and adhering to all travel policies and procedures.

Expenses and Budgeting

• Accurately tracks expenses for VPs by managing credit cards and receipts. Processes and

submits receipts accurately and on schedule.

Onboarding and Coordination

• Coordinate with Business Unit Coordinator to set up new contractors or employees. Acts as a

liaison with outsourced IT consultant on all technology-related issues, including rapidly
responding to staff problems and network outages.

OTHER TEAM DUTIES AS ASSIGNED; EXAMPLES INCLUDE:

• Vendor, product and contract management
• JIRA Reporting/Clean Up (Willingness to learn)
• Workflow monitoring, reporting and clean up (Willingness to learn)
• Email reporting and monitoring (Willingness to learn)
• Infonet/Intranet site content editor (Willingness to learn)
• Email QA/QC (Willingness to learn)
  Years of experience: 5+ as executive assistant/assistant.