Position Title: Executive Assistant
Position Location: Washington, D.C.
Reports To: Vice President/Executive Director and Deputy Director, Ascend
FLSA Status: Exempt
The Aspen Institute:
The Aspen Institute is an educational and policy studies organization based in Washington, DC. Its mission is to foster leadership based on enduring values and to provide a nonpartisan venue for dealing with critical issues. The Institute has campuses in Aspen, Colorado, and on the Wye River on Maryland’s Eastern Shore. It also maintains offices in New York City and has an international network of partners.
The Institute is headquartered in Washington, DC, and has campuses in Aspen, Colorado, New York and on the Wye River near the shores of the Chesapeake Bay in Maryland.
Ascend at The Aspen Institute ( www.ascendprogram.org ), is a hub for breakthrough ideas and proven strategies that move parents, especially women, and their children beyond poverty toward educational success and economic security. Ascend takes a “two-generation” approach, focusing on opportunities for both parents and their children. The program concentrates on three key content areas — education, economics, and social capital. Ascend's core strategies are to spark a the conversation around low-income families in the U.S.; convene and engage across diverse sectors to build political will and develop a network of leaders; and elevate effective two-generation policies and community solutions.
Basic Function :
The Executive Assistant is a critical position that will provide high-quality administrative and operations support to the Vice President/Executive Director and Deputy Director. The Executive Assistant will support the Deputy Director in both building and maintaining high quality internal systems and procedures. In addition, the Executive Assistant will serve as the team coordinator on information and data systems; and tracking and processing of contracts, incoming grants, invoices, and expenses. The Executive Assistant will also serve as the primary contact on external inquiries and engagement.
The Executive Assistant will be part of a high-performing team of six. The Executive Assistant role is integral to the Ascend team. Qualified candidates must demonstrate impeccable attention to detail, superior organizational skills, exceptional verbal and written communication skills, and the ability to flourish in a fast-paced environment. Critical thinking skills are essential, as is the ability to exercise good judgment in a variety of situations. Ascend operates with a core set of values – agility, boldness, creativity, determination, and excellence. Candidates should possess both commitment and experience that are reflective of Ascend’s core values. Successful candidates will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision.
Essential Duties and Responsibilities
Strategically manage calendars and use of time for Vice President/Executive Director and Deputy Director; schedule and prioritize internal and external appointments, conferences, speaking engagements, and special events;
Research and summarize briefing materials for meetings, conferences, and events;
Coordinate frequent, often complex travel arrangements with meticulous attention to detail, including drafting itineraries, managing reservations, and processing expense reimbursement forms;
Act as first point of contact for outside inquires. Handle written, telephone, and internet requests for information; draft, edit, and produce correspondence as required, including correspondence that is sometimes confidential;
Develop dynamic PowerPoint presentations for Vice President/Executive Director and Deputy Director;
Serve as liaison to donors, Advisory Board members, and senior-level executives; prepare materials for outreach and reports;
Provide administrative and logistical support for staff meetings and in-office functions;
Responsible for note-taking for meetings and events and preparing and disseminating follow-up materials (meeting notes and reports);
Develop and maintain hard copy filing systems for Vice President/Executive Director and Deputy Director;
Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
Centralized Team Responsibilities
Develop and maintain an organized filing system and master calendar for all program activities;
Develop and maintain a contacts database, including primary responsibility for data entry and updates for Vice President/Executive Director and Deputy Director and quality control of data entered by other staff.
Work with Deputy Director to create and manage financial and accounting procedures, including: preparing and submitting invoices and reimbursement requests, maintaining schedule to track receivables, and liaising with accounting department to ensure timely payments;
Participate in various planning and budget processes as necessary;
Provide support for logistical elements of workshops, conferences, and other convenings;
Prepare background information for preparation of proposal budgets;
Identify opportunities to improve the quality and efficiency of the program, and implement improvements as directed.
Knowledge, Education and Experience:
Bachelor’s degree required; at least seven years of experience in executive support, preferably in the nonprofit and/or private sectors, with a track record of effective management, accomplishment, and growth;
Excellent computer skills required, specifically, at least seven years of expertise with: Microsoft Outlook (including managing multiple, complex calendars), Microsoft Excel (including creation and maintenance of complex spreadsheets); and Microsoft PowerPoint (including development of dynamic PowerPoint presentations);
Superior attention to detail and ability to manage multiple tasks;
Experience establishing organizational systems to improve efficiency and functioning in a changing environment;
Strong customer service orientation: patience, listening, resourcefulness, responsiveness, and attention to detail;
Ability to work with diverse audiences and proven ability to effectively interface with senior-level executives;
Experience meeting deadlines while balancing the needs of providing support for multiple individuals, including calendar management, travel arrangements, and event planning coordination;
Strong, demonstrable writing and editing skills;
Creative problem-solving skills and professional and polished interpersonal skills;
A desire to learn, sense of humor, flexibility, and resourcefulness.
Level of Authority:
No budget authority
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The Aspen Institute is an Equal Opportunity Employer and complies with all District and federal laws.