Founded in 1968, the Urban Institute offers independent, rigorous analysis and evidence-based solutions to inform policymakers and the public about the challenges and opportunities confronting cities. It is known for the relevance and rigor of its research and for innovations in economic modeling.
The Urban Institute is currently seeking an Executive Assistant to serve the president of the Institute. S/he is responsible for ensuring the seamless execution of all the president's activities and daily schedule with a high degree of professionalism, sensitivity to important relationships, and attentiveness to issues requiring the president’s attention.
This critical position will provide comprehensive administrative support to the president and, as needed, support to members of the board of trustees as they fulfill their obligations to the Urban Institute. Accordingly, this individual manages the president's calendar and travel itineraries, fields phone calls and monitors emails, handles expense and compliance reporting, drafts general correspondence and emails, and directs other staff as needed on behalf of the president. S/he will also serve as assistant secretary to the board of trustees. The Executive Assistant will work closely with the president’s Special Advisor.
The ideal candidate will be well equipped to function in a fast-paced office under dynamic conditions. S/he will be experienced in envisioning, implementing and managing organizational systems that accommodate large influxes of information and utilize the full range of modern office software and communications technology. S/he will be expected to monitor email and occasionally respond to urgent requests outside of normal office hours. The ideal candidate will be meticulously organized, adaptive, attentive to relationships and external events, and capable of maintaining a high level of confidentiality.
The Executive Assistant to the President will:
• Manage the president’s day-to-day and long-term scheduling, often including meetings with high-level participants and complex logistics coordination.
• Represent the president by welcoming visitors, drafting correspondence, answering questions, and responding to requests directed to the president.
• Help manage the president’s time by helping to determine priorities among competing demands and ensuring that meetings and appointments adhere to the president’s schedule.
• Arrange travel and meetings by developing itineraries and agendas, booking transportation, and arranging lodging and meeting accommodations.
• Develop and maintain an organizational system for the president’s contacts.
• Maintain absolute confidentiality and discretion.
• Prioritize and handle internal and external correspondence, including some email.
• Support the president with donor relations, board relations and public affairs.
• Coordinate closely with the communications department, corporate secretary, external affairs and development teams.
• Support administrative needs of the board of trustees as necessary.
• Other duties as assigned by the president and the special advisor to the president.
This position requires outstanding communication, organizational, and interpersonal skills as well as technological competence. The ideal candidate will be self-motivated and possess sound judgment, a sense of discretion, an ability to effectively function in a fast-paced environment, a commitment to providing professional administrative support, a positive, team-oriented approach to work, and an interest in public policy. Specific requirements include:
• Minimum Bachelor's degree
• Minimum of at least four years experience in progressively responsible executive support positions or other roles requiring complex and sophisticated support of principals.
• Ability to develop solutions to challenges that require the regular use of creativity, initiative, and excellent communications skills to ensure solutions are consistent with organizational objectives.
• Solid experience envisioning, implementing and managing comprehensive information management systems that handle large amounts of email, requests, and other office demands.
• A core understanding of the public policy environment, its constituents and relationships.
• Experience leading and/or guiding other support personnel.
• Strong communication and project management skills with experience managing multiple tasks and assignments while maintaining attention to detail and strong organizational skills.
• Excellent writing skills, including the ability to compose formal business correspondence and replicate personal tone and style.
• High level of confidentiality, sound judgment and discretion, and a track record demonstrating an ability to make difficult decisions.
• Excellent interpersonal, relationship building and teamwork skills.
• Strong sense of initiative and acute foresight.
• Familiarity with Outlook, Microsoft Office Suite, web-based applications and communications hardware such as iPad and Blackberry.
• Unfaltering personal integrity, work ethic and dependability.
• Experience managing an active chief executive’s calendar is preferred.
The Urban Institute values and welcomes diversity in the workplace and strongly encourages all qualified persons to apply regardless of any protected status under federal or local law.