Personiv

  • Executive Assistant

    Posted Date 2 days ago(5/22/2018 11:02 PM)
    Location
    US-DC-Washington
    Job ID
    2018-1775
  • Overview

    The Council for Advancement and Support of Education (CASE) is recruiting for an Executive Assistant reporting to the Senior Executive Assistant and the Executive Leadership Team (ELT).

     

    CASE is a global not-for-profit and membership association whose vision is to advance education to transform lives and society.  Its mission is to inspire, challenge and equip communities of professionals to act effectively and with integrity to champion the success of their institutions. Advancing education in over 3,600 member institutions, CASE has 85,000 members in 82 countries. 

     

    Broad and growing communities of professional practice gather under the global CASE umbrella.   Currently these include advancement services, alumni relations, communications, fundraising, government relations, institutional leadership and marketing.  Individual members are at all stages of their career and may be working in universities, schools, colleges, cultural organizations or other not-for-profits.  CASE membership also includes many corporate partners. CASE uses the intellectual capital and professional talents of an army of volunteers to advance its work. 

     

    Headquartered in Washington, DC, CASE works across all continents from its regional offices in London, Singapore and Mexico City. CASE works to achieve a seamless experience for all its stakeholders: particularly its members, volunteers and staff.  Working together across time zones and borders, CASE staff in all offices seek to make the ambitious OneCASE aspiration a reality.

    Responsibilities

    The Executive Assistant is required to provide administrative support services to the Executive Leadership Team (ELT) and to the Office of the President, as needed.

     

    The nature, diversity and scope of responsibility will require the frequent use of discretion, initiative and judgment. The incumbent must be reliable, self-motivated and able to use initiative.

     

    The Executive Assistant reports jointly to the Senior Executive Assistant and the assigned ELT Lead Manager, who exercises general direction over the tasks undertaken. The Executive Assistant works closely with the Senior Executive Assistant and other staff members across the organization to ensure that their Executives are provided with the high-quality support necessary to carry out their duties efficiently and effectively on a daily basis. 

     

    The core functions of this position include but are not limited to the following:

     

    • Provides administrative support to the ELT.
    • Exercises discretion in management of Executives schedules:
      • Coordinates meetings and conference calls
      • Meeting preparation including developing materials and tracking follow-up tasks
      • Recording contact reports in Personify to track meetings with key constituents
      • Screening visitors and phone calls
      • Resolving conflicts on executives’ time
    • Coordinates travel arrangements and processes expense reports:
      • Prepares detailed travel summaries
      • Ensures expense reports are processed in a timely manner
    • Liaises effectively with staff at CASE and with key volunteers and members.
    • Uses computer, word processing, spreadsheet, and database software to prepare communications, reports, and presentations.
    • Proficient user of Personify Association Management System (AMS) to update CASE member records.
    • Maintain accurate mailing, telephone contact and distribution lists to enable effective dissemination of information.
    • Establishes, maintains and updates electronic and paper filing systems.
    • Provides administrative support for organizational events and meetings including scheduling, as needed.
    • Anticipates required deliverables and has a proactive approach.
    • Demonstrates continuous efforts to improve effectiveness and efficiency, produce quality work, and anticipate the needs of the individuals he/she supports.
    • Provides back-up support for the other administrative staff and the Manager, Administrative Services, as needed.
    • Exercises fiscal responsibility and judicious use of resources in all aspects of work.
    • Performs other duties and responsibilities as assigned by Supervisors.

     

    Job Complexity and Knowledge

     

    The position interacts with staff across the organization worldwide and works very closely on a day-to-day basis with the Senior Executive Assistant, members ELT, and senior CASE volunteers and members. Initiative and the capacity to think analytically and independently are required for prioritizing objectives and resolving challenges or conflicts appropriately.

     

    Problem Solving, Judgement and Organizational Knowledge

     

    The incumbent will be expected to work under pressure to meet deadlines. The incumbent will be required to develop a good understanding of the organization, its policies and procedures and an understanding of the culture and politics which enables the incumbent to deal with and/or refer issues.

    Qualifications

    Education and Experience:

     

    Associate’s degree with subsequent 3+ years’ relevant experience and/or an equivalent combination of relevant experience and education/training required. Demonstrated experience and confidence in providing a full range of administrative support to senior staff.

     

    Skills and Abilities:

     

    • Demonstrated capacity to exercise sound judgment, diplomacy, tact and discretion, and proven ability to handle information in a confidential and appropriate manner.
    • Developed professional organizational skills including the ability to coordinate workflow, determine priorities, meet deadlines and effectively balance competing demands.
    • Excellent written, oral and interpersonal communication skills with the proven ability to prepare quality documentation and the capacity and confidence to deal with a wide range of clients, including staff, senior academics, and senior members of the business community and government.
    • Versatility, flexibility, enthusiasm, self-motivation and initiative, both independently and as a member of a team.
    • A demonstrable interest in education.
    • Experience of and/or interest in learning about other countries and cultures.
    • Competent computer and typing skills with experience using Microsoft Office applications including Word, Excel, PowerPoint, Outlook, and familiarity with database programs.
    • Knowledge and experience with C-level administrative processes and services.
    • Experience working in an educational and/or association environment are preferred.

     

    TO APPLY

    Interested candidates should CLICK HERE to apply. Applications MUST include a résumé and cover letter with salary requirements and/or salary history indicated on the cover letter. Applications without the required skills and experience or salary requirements will not be considered. Preference may be given to applications received by May 15, 2018.

     

    Management reserves the right to review and revise this document at any time. This document represents a description of intended job content, and should not be construed in any way to be a contract of employment.

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