Senior Executive Assistant to EVP

Summary Statement:

Under minimal supervision, provides a full range of executive assistant and administrative support to the Executive Vice President, SAC/STPI. Duties range from managing the daily schedule of the Executive Vice President, preparing/drafting/editing presentations and correspondence, maintaining files, and making travel arrangements. Creates or compiles databases or spreadsheets. Assists the Executive Office in planning and implementing meetings and workshops involving government and other external participants.

Primary Responsibilities:

• Proactively manages calendar for assigned staff.

• Maintains schedules and appointments of regular and ad hoc meetings. These include weekly and periodic meetings, for small and large groups. Handles all logistics for meetings, to include rooms, food, security, Zoom, IT, etc.

• Creates weekly prep book with daily calendars, read aheads, and other prep materials for EVP, SAC/STPI.

• Schedules and coordinates the administrative aspects of EVP, SAC/STPI’s meetings at IDA involving government officials and other external participants, as well as special events and workshops that take place outside IDA.

• Assures security requirements are met and coordinates necessary administrative requirements with relevant staff throughout IDA’s divisions and directorates.

• Maintains email list for monthly IDA Research Update. List includes over 1,000 government recipients.

• Maintains general awareness of activities within the EVP, SAC/STPI office to help anticipate scheduling issues, answers questions, etc. 

• Prepares written materials, such as letters, memoranda, tables, charts and briefing materials, as needed. 

• Plans, organizes and implements short-term projects. Prioritizes work and independently seeks out relevant information. Coordinates with necessary staff to verify project timelines and schedules.

• Prepares travel requisitions (e.g., airline and hotel reservations, rental car, and passing of security clearances), expense reports and personal itineraries for assigned staff.

• Assists the Executive Assistant to the President, as required.

• Provides primary phone coverage for assigned staff and back-up phone coverage for others in IDA Headquarters.

• Analyzes data and produces decision-quality charts. Assists the Program Office in developing displays of IDA funding and ceiling allocations.

• Develops executive-level briefings of IDA’s capabilities to both public and senior-level sponsors.

• Engages and negotiates with high-level senior executive offices in IDA’s sponsor base to secure access for meetings and VIP visits (e.g., 4-star and Deputy Secretary-level protocol offices).

• Performs other duties as assigned.

Minimum Job Qualifications:

• Education: High school diploma or equivalent, Bachelor’s degree preferred.

• Experience: Eight (8) years of experience supporting senior management.

• Team oriented; contributes to a positive work environment; gets along well with colleagues.

• Strong internal collaboration and ‘political’ acumen needed to negotiate sensitive issues and situations.

• Familiarity with Tableau and RShiny desired.

• Ability to perform basic data manipulation and analysis, including production of decision-quality charts and visualizations in support of executive-level decision-making.

• Graphic design skills, including effective use of layout, visual hierarchy and data displays to aid in executive-level briefings.

• Experience engaging and negotiating with high-level senior executive offices, including 4-star and Deputy Secretary-level protocol offices within IDA's sponsor base.

• Excellent command of English grammar with strong written and oral communication skills. Ability to compose, write, edit, and proofread a variety of written materials.

• Strong interpersonal skills, demonstrated ability to maintain confidentiality; able to effectively and diplomatically communicate orally and in writing with all levels of staff.

• A self-starter, with the ability to think ahead and take initiative.

• Strong time-management skills and ability to coordinate and prioritize projects and assignments with little supervision. Must be self-directed