Special Assistant to the Executive Office

*****PLEASE NOTE******

 

This position is an advertisement to identify interested and qualified individuals for a Special Assistants to the Executive Office to accommodate near future business needs.

 

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.

SUMMARY

The Special Assistant to the Executive Office (Special Assistant) provides administrative, programmatic, strategic, and logistical support for the Executive Office (EO).  This position provides high-level management supervision and oversight of the Executive Office staff with more complex responsibilities that are essential to the efficient operations of the office, such as reviewing incoming documents, drafting correspondence, conducting research, supporting special project and events, coordinating internal and external stakeholders, and preparing reports. The Special Assistant performs both routine and non-routine support duties as dictated by the nature of the work area and may perform a broad array of generalized administrative, logistical, project, and programmatic support functions or specialized office operations depending on the priorities of the Executive Office. This position is based in Washington, DC, reports to USIP’s Deputy Chief of Staff, and is an integral member of the Executive Office.

TARGET SALARY

Grade 13 - $117,000 -121,000

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 

Administrative Support:

• Supports the Deputy Chief of Staff with the coordination and implementation of the day-to-day operations of the EO including scheduling and preparing for meetings, maintaining databases and files, integrating departmental calendars, liaising with teams across the Institute, managing communications and correspondence, and preparing briefing materials and reports.
• Maintain information and documents on the Institute intranet.
• Produce weekly and ad hoc reports. Responsible for pulling data from databases, analyzing and compiling data to be presented to the EO and President.
• Reviewing incoming confidential correspondence and documents; determining type of action required, responsible staff member, signature level, and established deadlines for completed responses; Independently exercising tact and judgment when handling inquiries and providing sensitive information.
• Prepares a variety of documents and correspondence in final form and proper format; proofreads documents and correspondence to ensure correct grammar, spelling and format; reviewing and updating the office's administrative policies, procedures and internal controls.
• Tracks standing meetings with various Institute groups (program directors, center meetings) and ensures set up and preparation. Supports the Senior Executive Assistant in ensuring these meetings maintain their regular cadence on the calendar.
• Supports the Deputy Chief of Staff in preparation for Institute Town Halls. Provides logistical, administrative, and staffing support for Institute Town Halls.
• Leads on logistical, substantive, and administrative support and execution of bi-annual mini town halls.
• Manages the Executive Office Conference room calendar. This includes fielding requests for use of the Executive Conference Room and the Situation Room.
• Manages the Boardroom calendar. This includes fielding requests from programs for use of the Boardroom and determining if they meet the level of the space. Liaising with the events team on alternative spaces and operational capacity. Flags high level guests for the Special Assistant to the President.
• Support the Senior Advisor and Deputy Chief of Staff on coordination with USIP counsel.

Board of Directors