Administrative Assistant
ACT - Iowa City, IA

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ACT is an independent, not-for-profit organization that provides a broad array of assessment, research, information, and program management solutions in the areas of education and workforce development. Each year, ACT serves millions of people in high schools, colleges, professional associations, businesses, and government agencies—nationally and internationally.

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Under general supervision and acting on own initiative, performs diverse and advanced administrative and support duties for the President and the Chief of Staff. The Administrative Assistant will be responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from the executive office. S/he handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment. S/he will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes essential to this position. In addition s/he will be responsible for coordinating and preparing BOD presentations and packets and must be able to work with and bring together cross-functional coordination between programs and departments. The ideal candidate will be dynamic, high-energy, organized, and able to support cross-functional coordination in a fast pace environment and possess excellent judgment. S/he will be required to be available during regular business hours, evenings and/or weekends, on occasion/as needed to provide support and assistance to the President.

Typical work-related activities include:
Manage external contacts for CEO, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts.

Ability to anticipate the CEO's needs and proactively bring together appropriate people and resources to support the executive in addressing issues.

When the CEO chairs meetings: Prepare agenda in advance; assist with and provide research/background information, content development, and creation of presentations and coordinate meetings.

Manage the daily schedule of CEO, ensuring that he knows his schedule 24 hours in advance with related background materials and keeping appointments and meetings on time or changing schedules when necessary.

Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events.

On own initiatives process/compose correspondence/reports for CEOs and/or executive teams replies.

Manage CEO travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, agendas and necessary contacts, travel information, and other necessary preparations.

Support Chief of Staff in preparation for Division Leadership meetings and quarterly Board Meetings, including tracking, monitoring and following the progress of open action items, drafting the agenda, setting the timetable and owners for board material preparation, producing a final draft of items for the Board Book. In addition support the Chief of Staff in producing accurate minutes at each meeting.

Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.

Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.

Anticipate the needs of the President and act accordingly.

Act as the CEO’s representative and ambassador to external constituents as directed.

Process and maintain expenses for CEO.

Maintain effective working relationships and provide assistance and direction as needed with other Executive Assistants within Education and across the organization.

Bachelor’s degree or equivalent experience. Minimum 8-10 years or equivalent work-related experience supporting senior executive and experience working with executive teams and/or boards. Demonstrated ability to handle confidential information appropriately. Highly proficient in the following software programs: (Word, /Excel/PowerPoint/Outlook, databases). Extensive experience in administrative preparation of board presentations. Excellent written and verbal communication skills. Ability to stay focused, efficient, and effective in managing multiple priorities. Professional demeanor and ability to defuse emotional situations in a calm manner. Strong interpersonal skills and good judgment. Proven ability to work independently to achieve accomplishments. Ability to communicate effectively with all levels of employees and outside contacts. Mature, energetic and positive attitude with a track record of personal contribution and performance. Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment. Ability to provide after hour and flexible support a must. Ability to travel 5%.

President, Education Division

Starting salary commensurate with qualifications. Excellent benefits and work environment.

Completion of the ACT National Career Readiness Certificate is recommended. Find a test site near you to register for the WorkKeys assessments. Finalists for this position will be subject to a pre-employment criminal background check as a condition of employment.

ACT is an equal opportunity employer and values diversity in people and ideas. ACT participates in E-Verify . ACT's online position announcements are intended only to provide general descriptions of employment opportunities; none of the information provided for any position should be interpreted as a commitment by ACT to specific terms and conditions for employment.