Staff Assistant, Executive Office

Description

AFSPA is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity and Affirmative Action Employer, making decisions without regard to race, color, religion, sex, sexual orientation, national origin, age, veteran status, disability, or any other protected class.

All new hires will be required to comply with Association policy pertaining to COVID-19 Vaccination. COVID-19 vaccination is not required but strongly recommended. Failure to adhere to policy guidelines will result in disciplinary action up to and including termination

*A Resume is required for consideration. Application submissions without a resume included will be automatically disqualified from consideration.

Compensation for this position is in the $50k range to $57k range depending on qualifications and experience.

This position is eligible for a $500 Signing Bonus after 90 days of successful completion.

Hybrid work schedule until otherwise notified. Hybrid work schedules are based on business needs and may require you to have to work in the office up to 4 days per week.

Please apply directly to AFSPA's company site by copying and pasting the follow URL into your web browser:

https://recruiting.paylocity.com/recruiting/jobs/Details/2336139/American-Foreign-Service-Protective-Association/Assistant-Executive-Office

Summary: As a key member of the Executive Office team, the Assistant, Executive Office will support the Executive Office and Operations Department, while working closely with the Executive Office Supervisor on key priorities, tasks and projects. The ideal candidate will possess exceptional multitasking abilities, excellent written and verbal communication skills, be extraordinarily organized, and detail-oriented and self-directed.

The Assistant, Executive Office plays a major role in helping to manage the flow and exchange of executive information, streamlining interactions with stakeholders, and supporting initiatives on behalf of the CEO. Work requires a high level of discretion and often requires the use and handling of confidential information.

Duties and Responsibilities :

Duties & responsibilities include, but are not limited to the following:

Board Support: Handles the logistical details of Executive office meetings, including AFSPA and SLF Board Meeting:

· Manage internal and external communications to ensure proper scheduling;*

· Distributing meeting materials timely;*

· Creating hybrid meeting invites;*

· Ordering food;*

· Taking the lead to serve the meals and clean up on the board meeting days;* and

· Provides logistical and audio-visual support for meetings. *

Administrative Responsibilities :

· Using superior time organization skills, coordinate and manage calendars for the CEO and COO *

· Completes expense reports for CEO, COO, and Executive Office Supervisor, including CloudForce Invoices, monthly credit card reports and travel reports*

· Perform AFHO Treasurer duties*

· Preparing materials for conference calls and meetings;*

· Makes and modifies travel reservations and itineraries for CEO and COO and supports other staff in managing travel as needed

· Maintain confidentiality on all work issues

Writing and communication :

· Draft and circulate notes from internal and external meetings;*

· Answers and screens incoming calls for the CEO and COO*

· Monitors CEO and COO intranet requests and forwards/assigns requests following SOPs

Research and Filing :

· Maintain an efficient filing system (electronic & manual) in collaboration with Operations Manager and Executive Office Supervisor.*

· Creates, edits, files, and maintains executive office documents

· Opens, sorts, and distributes physical mail

Other duties as assigned, which may include but are not limited to :

· Other duties as assigned

Requirements

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The successful individual will demonstrate the ability to facilitate good working relationships with current and potential stakeholders. 

Education/Experience:

High School Diploma, and two years of relevant administrative experience supporting a manager or executive. Demonstrated strong computers skills, organizational skills and attention to detail are also required. At times, may be required to work independently and handle multiple projects with direction.

 Work Location:

The following are work locations that AFSPA utilizes: New Carrollton, Maryland Satellite Office; Washington, DC Headquarters; and hybrid remote. AFSPA does not have any fully remote positions. Work location will be assigned and/or changed based upon business need and at Management’s sole discretion. 

Salary : $50,000 - $57,000