Executive Assistant

 

Overview:

Work for a first-class institution that is innovative, multi-dimensional, and dynamic by joining AIR as an Executive Assistant. This position will lead a wide range of administrative tasks in support of the SVP of Human Resources and Workplace Management and the teams she leads. The ideal candidate will be able to function independently, be skilled in project management, have exemplary time management skills, identify and anticipate needs, and apply creative problem-solving skills to administrative challenges.

The Human Resources team champions a work environment characterized by fairness and mutual respect.

We value the experiences of every member of our institution, from entry level to executive. As part of our collaborative, learning-oriented team, you’ll be encouraged to grow in your career, develop additional skills, and progress professionally.

The Executive Assistant position will have the flexibility to be remote or located out of any of AIR's U.S. office locations. Minimal travel is required for on-site all staff meetings and to meet with SVP in North Bethesda/Rockville, MD office, as needed.

About AIR:

Established in 1946, with headquarters in Arlington, Virginia, AIR is a nonpartisan, not-for-profit institution that conducts behavioral and social science research and delivers technical assistance to solve some of the most urgent challenges in the U.S. and around the world. We advance evidence in the areas of education, health, the workforce, human services, and international development to create a better, more equitable world.

AIR’s commitment to diversity goes beyond legal compliance to its full integration in our strategy, operations, and work environment. At AIR, we define diversity broadly, considering everyone’s unique life and community experiences. We believe that embracing diverse perspectives, abilities/disabilities, racial/ethnic and cultural backgrounds, styles, ages, genders, gender identities and expressions, education backgrounds, and life stories drives innovation and employee engagement. Learn more about AIR's Diversity, Equity, and Inclusion Strategy and hear from our staff by clicking here.

Responsibilities:

The responsibilities for the position include:

• Maintain and prioritize daily Outlook schedules, advise on actions necessary, and coordinate travel plans.
• Develop, implement, and utilize planning, scheduling, and tracking systems, processes and procedures to provide effective administrative support services.
• Support Human Resources projects and their budgets, and schedules.
• Support SVP with Board of Director meeting preparation and external events.
• Write and edit e-mails, drafts memos, and prepares communications on the SVP’s behalf.
• Maintain and ensure confidentiality of all written and verbal communications initiated by SVP
• Respond to requests from other staff and solves problems independently as appropriate.
• Utilize knowledge of, and advocate compliance with, corporate policies when interacting with staff.
• Coordinate all activities relating to meetings and engagements as requested, including reserving meeting space and inviting attendees.
• Liaise with institutional infrastructure units and teams.
• Work collaboratively with other administrative staff in the coordination of all job responsibilities
• Assist executive with coordinating the preparation of high-quality meeting materials.
• Maintain credit card(s), prepare and submit expense reports and reconcile bills.
• coordinate meetings and special events that include internal as well as external participants.

Qualifications:

Education, Knowledge, and Experience:

• College degree or commensurate experience.
• Minimum of seven to ten years executive assistant experience.
• Experience, interest, and commitment to human resources-focused work.
• Experience in working with corporate Boards of Directors and committees.
• Proficiency in Microsoft Office software including Outlook, Word and PowerPoint.

Skills:

• Ability to multi-task on a variety of assignments ensuring timely follow-up while remaining focused and professional; needs to be flexible and adaptable in dealing with changing priorities and tasks.
• Ability to perform duties in an independent and effective manner while demonstrating initiative and resourcefulness in a fast-paced environment.
• Ability to handle highly sensitive and confidential information while exercising professionalism and discretion.
• Strong interpersonal skills to work in a high-profile environment requiring discretion, judgment, tact, diplomacy.
• Excellent verbal and written communication skills and ability to effectively work with and respond to inquiries from internal staff members at all levels as well as external contacts.
• Demonstrated analytical, critical thinking, and problem-solving skills.
• Effective and persuasive communicator continually demonstrating sensitivity to diversity, equity, and inclusion.

Disclosures:

Applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for this position. Depending on project work, qualified candidates may need to meet certain residency requirements.

All qualified applicants will receive consideration for employment without discrimination on the basis of age, race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability.

AIR adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks.

AIR’s Total Rewards Program, is designed to reward our staff competitively and motivate them to achieve our critical mission. This position offers an anticipated annual salary of $80,000 - $100,000. Salary offers are made based on internal equity within the institution and external equity with competitive markets. Please note this is the annual salary range for candidates that are based in the United States.

AIR maintains a drug-free work environment.