Executive Assistant to the Front Office at United States Institute of Peace in Washington, Washington DC

Job Description:

Who We Are

Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace worldwide. We know that Peace is Security – it advances both U.S. and international security by preventing, managing, and mitigating violent conflict.

We are an independent, non-partisan institution and are actively engaged with peacebuilding efforts worldwide. Together we tackle the most challenging problems and hold fast to the possibility of a more peaceful world. To learn more about USIP programs and job openings, go to https://www.usip.org/about/careers.

If you have a passion for making the world a better place and want to have a front-row seat on the world stage, USIP is the place for you.

Job Brief

The Executive Assistant to the Front Office provides a wide range of administrative support, to the Executive Vice President/Chief Operating Officer (COO) and the Senior Executive Assistant to the President.  S/he will perform highly complex, sensitive, and confidential duties with a commitment to the highest quality work product. Building on a strong and trusting relationship, the ideal candidate will anticipate the needs and preferences of the Executive Front Office.  Outstanding judgment, strong organizational skills and excellent written and verbal communications skills are foundational to this role.  The Executive Assistant will be a critical point of contact for internal and external stakeholders, including high-level government officials, international dignitaries, and the USIP Board of Directors. 

TARGET SALARY

Grade 11 - $82,000 - $85,000

The Institute uses the General Schedule salary tables for administering compensation. Offers are determined based upon candidate qualifications, related experience, internal equity, and the amount budgeted for the position.

Responsibilities

Major Duties and Responsibilities

• The selected candidate will report to the Chief Operating Officer but will work closely with the Senior Executive Assistant to the President and other members across the Executive Office.


• Provide, with the highest level of discretion and diplomacy, a wide range of executive assistance and administrative support to the COO in managing key relationships with high-level stakeholders.

 

Administrative Support:

• Assist in scheduling meetings/appointments and ensure effective time management and smooth operation (including informing participants; logistics such as conference room reservations, catering arrangements, dealing with scheduling conflicts; soliciting the preparation of meeting documents, etc.).


• Prioritize workflow to stay ahead of upcoming meetings and resolve related conflicts and competing demands.  


• Contribute to the forward planning process, scheduling and coordinating across teams to ensure the briefing material is received and briefing meetings scheduled as needed.


• Compose and prepare correspondence (often confidential), take notes at various meetings and maintain records.


• Assist with planning and coordinating travel and related logistics, including flight reservations, hotel bookings, visa requests, and submission of travel expenses.


• Screen calls and ensure appropriate follow-up occurs.


• Monitor e-mail and other types of correspondence (confidential and routine) for action items; when possible, directs requests to the appropriate staff member for response.


• Prepare for and escort visitors as needed, including VIPs. 

 

 Operational Support:    

• Routinely review calendar and outstanding projects with the Senior Executive Assistant to the President to prioritize and ensure that all due preparation is completed.     


• Ensure that all necessary information and materials for meetings, speaking engagements, travel, and events are prepared ahead of the events.


• Participate in drafting internal announcements and agendas.


• Stay abreast of any changes, issues, or concerns that may impact daily activities and/or schedules.


• Manage special projects for the organization, particularly organizational planning processes; coordinates with other departments to ensure on time and high-quality outcomes.


• Prepares agendas and background materials.      


• Track attendance for specific meetings.


• Work closely with the Resource Manager to ensure information is updated in various databases. 

 

Board of Directors Support:

• Prepares and distributes relevant materials to Board members in advance of the Board of Directors’ meetings. Takes minutes at Board meetings and provides support to Board as needed.


• Interacts and often provides support to Board Members on an as-needed basis assisting with travel arrangements, lodging, and meal planning as needed.    


• Maintains up-to-date contact information for stakeholders, Board, affiliates, and associates for the Executive Office.


• Maintains discretion, confidentiality and a positive rapport with USIP Board, stakeholders and affiliate organizations.

 

Event Planning:

• Assist in the executive coordination of events, interacting with the Conferences & Events staff and others to track and manage communication and workflows.     


• Coordinates all logistical arrangements for Executive Office events, including reserving rooms, developing invitations, monitoring RSVPs, ordering food and supplies, arranging room set-up, and serving as the main point-of-contact for attendees. 


• Assists with developing promotional and informative descriptions of events for internal USIP staff members and external guests. 


• Coordinates domestic and international travel and overnight accommodations for event participants.  

Qualifications

• Bachelor’s degree in business, administrative, international affairs, or related field with five (5) years of experience required. 


• Master’s degree in the above related field with three (3) years of experience is preferred.


• At least five (5) years of demonstrated success and increasing responsibility working with very senior executives in comparable organizations.


• Resourceful and organized; able to work independently with a high level of discretion; has good judgment, tact, and diplomacy to respond effectively in diverse situations; can manage confidentiality and interaction with high level stakeholders.


• Positive work attitude and teamwork, willing to help colleagues even outside of prescribed responsibilities.


• Strong communication (written and spoken), interpersonal, organizational, administrative and time management skills.


• Must exhibit grace in the face of changing dynamics and competing priorities.


• Ability to multi-task and willingness to learn new skills.


• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint and Outlook), and databases and/or data management tools is required.


• Knowledge and experience with the Federal Government, Department of State, Department of Defense, or Multilateral Institutions will be considered an asset.


• Project and task management - Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands.


• Demonstrates good organizational skills, can plan and prioritize own work and work and priorities of multiple internal stakeholders.


• Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people.


• Versatility and adaptability - Demonstrates initiative and motivation to proactively learn new developments

 

CLOSING DATE OF THIS ANNOUNCEMENT IS 04/09/24. 

All applicants must be US citizens to be considered for positions with USIP. 

All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.  

HOW TO APPLY
To be considered for this position, please submit a complete application package consisting of:
1.  Completed employment application including titles, dates of hire and salary requirements.
2.  Cover letter
3.  Resume 

Only those applicants that are selected for further discussions will be contacted.  

No Phone Calls. Interviews will be scheduled by appointment only.  

 

USIP does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, political affiliation, marital status, disability, genetic information (including family medical history), age, membership in an employee organization, retaliation, parental status, military service, or other non-merit-based factors.

 

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