Executive Assistant

Overview

Reporting to the chief of staff at the American Enterprise Institute (AEI), the executive assistant supports AEI’s executive office functions by scheduling appointments, prepping for meetings, and managing emails and mail, among other duties. The person in this full-time, in-person position will partner closely with the chief of staff and director of executive communications to ensure executive team priorities are aligned and executed with clarity. The executive assistant brings a high level of discretion, responsiveness, and organizational precision.

The assistant should possess great problem-solving skills, remain poised and tactful in a fast-paced environment, have fantastic interpersonal and relationship-building skills, and be a positive influence on AEI as a whole.

AEI offers a stimulating and collegial work environment and excellent benefits. Qualified applicants should submit an online application complete with a resume, cover letter, transcripts, and writing sample. The anticipated start date for this position is as soon as possible.

Responsibilities

• Calendaring, Scheduling, and Meeting Prep
  • Manage the president’s calendars and schedules.
  • Scheduling meetings and coordinate the color-coded calendar for the chief of staff.
  • Coordinate and confirm logistics for external and internal meetings and engagements (room selection, food, beverages, etc.), including but not limited to: board, trustee, and executive committee meetings.
  • Schedule and work with external partners on speaking engagement logistics.
  • Arrange and book all travel and manage associated logistics (hotels, flights, trains, cars, itineraries, etc.).
  • Gather and organize stakeholder backgrounds and other relevant information for meetings and engagements.
  • Ensure meeting details are shared with departments so staff can prepare and the president receives prepared materials from relevant teams.
  • Help evaluate whether events, speaking engagements, and travel requests are worth the president’s time by gathering information from internal parties.
  • RSVP for events on behalf of the president.
• Email and Mail Management
  • Keep the president’s inbox organized and cleared out; monitor incoming emails.
  • Draft and send emails and letter requests on the president’s behalf to other departments.
  • Collect and sort mail.
• Board Book Management
  • Assist the chief of staff with the board book process.
  • Coordinate and communicate with relevant departments to collect content for the board book and maintain deadlines.
  • Proofread and track edits as the book moves through the review process.
  • Compile hard and virtual copies; mail hard copies to the board. Ensure trustees get the board book in their preferred format (a mailed hard copy or a digital copy).
• Other
  • Attend internal meetings with the president and track action items.
  • Oversee board meeting minutes.
  • Collect checks, enter them into Salesforce, and deliver them to relevant team members.
  • Manage the executive office’s Amazon Business account.
  • Manage the executive office’s contacts in Salesforce.
  • Answer and screen phone calls.
  • Complete expense reports.
  • Perform miscellaneous tasks and other special projects for the executive office.

Physical requirements and working conditions at AEI:

• The employee is regularly expected to stand, sit, talk, hear, and use hands and fingers to operate a computer, telephone, and keyboard. This job requires close vision abilities due to computer work.
• The employee must be able to lift up to 30 pounds at times.
• The employee must be able to work in a confined area.
• Moderate noise (e.g., from computers, phone, printers, and light traffic) is expected.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities associated with this position.

Qualifications

• A bachelor’s degree (required)
• 2+ years of previous applicable work experience, preferably as an executive assistant
• Previous internship or work experience in fundraising or at a nonprofit (a plus, but not required)
• An interest in public policy and a passion for AEI’s mission
• The ability to work closely on a team while independently managing multiple assignments
• Exceptionally strong oral and written communication skills
• The ability to meet tight deadlines, multitask, and prioritize
• Strong strategic thinking and problem-solving skills
• Excellent attention to detail
• High proficiency in Mic