Executive Assistant to the Front Office

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.

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.

JOB BRIEF

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, orderin