Executive Assistant, Office of the Vice President, CFO...Posted: November 12, 2009
Proactively provide executive level administrative support to the Office of the Vice President, CFO and Treasurer, independently handling all assigned administrative duties. Education/Experience Requirements Minimum 6 years increasingly responsible administrative work experience in a fast-paced, challenging work environment; preferably in a non-profit organization. Proven ability to work with senior level executives, both internal and external. College degree preferred. Understanding of business, financials and accounting preferred. Knowledge Requirements Excellent desktop personal computer skills (Microsoft Outlook, Word, PowerPoint, etc.). Excellent organizational skills with high level of attention to detail and follow-up. Strong oral and written communication skills with ability to interact with all levels of internal and external management. Ability to maintain confidentiality of highly sensitive information. Ability to work independently as well as with a team. Principal Duties and Responsibilities 50% Day-to-Day Management of the Vice Presidents Office: * Maintain and coordinate the Vice Presidents calendar and the Deputy and Advisor to the CFOs (Deputy) calendar, in conjunction with each other; schedule all appointments, meetings and conferences; follow-up as necessary. * Plan, schedule, and coordinate various meetings. * Manage VPs e-mail by reviewing, responding as appropriate, or otherwise determining appropriate disposition in collaboration with VP and/or Deputy. * Manage and ensure appropriate and timely follow-up on internal and external requests for information or action. * Distribute mail or fax memos/documents. Route material to appropriate staff for action; circulate copies of materials to staff as needed. * Handle and coordinate confidential information with an extremely high level of discretion. * Receive, screen, and place calls for the VP; screen and channel VPs and Deputys mail. * Create, organize and maintain accurate written and electronic files. Prompt VP on upcoming deadlines, maintain key address/contact lists and Outlook e-mail distribution lists. * Prepare contracts and other documents for approval and signature by VP and Deputy. * Receive staff and visitors to VPs office. 30% Administrative Management: * In conjunction with Deputy, establish and implement procedures to ensure the Office of the VP/CFO runs smoothly, that the VP and Deputy have a comprehensive task list in order of priority (daily/weekly/monthly) and that due dates and required follow-up are clearly communicated. * Ensure that all requests for information, documents, etc., from internal or external sources, are assigned responsibility and that due dates are met. Follow up to assure due dates are met. Work with Deputy to delegate these tasks within the Office of the CFO and in other departments as needed. * Perform follow up and monitoring of all requests and work distributed to others. * Create Word, PowerPoint, Excel presentations, charts, and reports as requested. * Demonstrate understanding of, and interpret presentations and offer suggestions and improvements (e.g., to Powerpoint decks) * Monitor/manage office supplies and equipment using in-house systems. 10% Correspondence, Record Keeping, Travel: * Manage the Vice Presidents correspondence, memoranda, reports, meeting notes and other written material and drafting correspondence, etc. as appropriate for VP and Deputy; assemble and maintain background material for Vice President; respond on own initiative as the Vice Presidents Executive Assistant within guidance set by the VP and/or Deputy. * Maintain official files relevant to Vice Presidents activities; follow up on pending matters. * Handle all aspects of the Vice Presidents and Deputys travel, including making reservations, travel expense reporting and follow-up correspondence (acknowledgements, registrations, thank you notes, etc.). 5% Coordination of Activity of Other Members of Office of VP: * Assist with conference registration, travel plans and reimbursement for Office of General Counsel (GC), Office of Chief Investment Officer (CIO), and Office of Planning & Analysis. * Process routine invoices (professional memberships, etc.) for Office of VP & CFO. * Special projects as needed for GC, CIO, and Planning & Analysis. * Send timesheet reminders to all Office of VP and CFO staff to assure timesheets are submitted timely. 5% Special Projects as Assigned by the Vice President & CFO: * Handle material and logistics relating to service on external Boards (AMHIC). * Work with VP Finance Group on lunch meetings, logistics, scheduling. * Work with Think Tank VP Group to coordinate meetings, logistics, scheduling. * Work with VP and others in VP Office to ensure that materials and presentations to Board of Trustees and committees are prepared and distributed in a timely manner. * Other projects or duties as assigned. We strongly encourage qualified women and minorities to apply. (Only applicants meeting minimum qualifications for the position will be considered. No phone calls please.) EOE M/F/H/V Please refer to job code admin8709 when responding to this ad.
| Category: | Accounting/Banking/Finance/Insurance |
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> Other Finance
| | Location: | Washington, DC | | County: | District Of Columbia County | | ZIP Code: | 20001 | | Pay Rate: | Open | | Job Terms: | full time | | Company: | Brookings Institution, The | | Phone: | email only please | | Fax: | email only please |
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