Special Assistant to the Executive Management Team
Type: Full Time (Remote & In Office)
Preferred Education: Some College
Administrative, Clerical, Support
The Special Assistant is responsible for the day-to-day coordination and assistance of the Executive Management team to achieve AIPAC’s objectives. This is a great opportunity for an assistant with exceptional communication skills, an eye for detail, and an organized and adaptable style. Duties can be complex and confidential requiring the highest level of discretion and independent judgment. The Special Assistant serves as a liaison and right hand to the Executive Management Team, communicating daily with the highest levels of internal management, board members as well as senior management with external organizations.
Job Duties & Responsibilities -
Serve as a liaison and right hand to the Managing Directors/Chief Officers. Duties and responsibilities to include:
Communicating daily with the highest levels of internal management, board members, and senior management with external organizations including serving as a liaison and front line point of contact (including greeting guests) for the Executive Management team.
Maintaining strong and positive working relationships with all employees, lay leaders, and board members.
Proactively managing and organizing schedules and travel for the Executive Management Team.
Maintaining a forward-looking mentality to optimize scheduling efficiency;
Arranging and coordinating meetings, phone calls, conferences, and virtual meetings; and
Prioritizing advance booking for travel to achieve optimal pricing and options for the traveler.
Managing a broad range of administrative duties including but not limited to:
Answering phones, taking messages and responding to calls and e-mails in a timely manner.
Managing and completing time sheets and expense reports for the Executive Management Team in a timely manner.
Preparing for and/or supporting meetings. Duties include taking meeting notes, ordering meals, preparing meeting materials (e.g., copying and organizing), and coordinating with IT, Facilities, Events, and Creative Services on meeting room set-up.
Coordinating the execution of organizational and contractual documents through obtaining original or electronic signatures.
Coordinating projects and ordering and maintaining office supplies as well as preparing documents for mailing.
Filing documents electronically and/or in hard copy format.
Serving as back-up to the Executive Assistant to CEO & Co-CEO including a broad range of administrative responsibilities.
Other duties assigned
Qualifications & Skills:
A minimum of 3 years as an Assistant is required.
College degree or equivalent preferred.
Highly proficient in MS Office (Word, Excel, Outlook, and PowerPoint).
Ability to quickly learn various organizational systems, such as travel and expense system
Ability to work 9:00 am to 6:00 pm with overtime as requested.
Flexible and adaptable, able to change direction as needed.
High level of integrity and professionalism, able to handle confidential information with the utmost discretion.
Top-notch communication skills, able to express ideas in writing and verbally with professionalism and finesse.
Self-directed. Can work independently, and prioritize workload, making sound decisions based on executive’s priorities and preferences.
Highly organized, able to juggle multiple projects and responsibilities, and maintain information systems.
Proactive and confident, takes the initiative to anticipate needs, prevent issues before they arise, and creatively solve problems.
Upbeat and energetic enjoys working in a fast-paced environment and is motivated by getting things done. Proven ability to work well with others; must be a good team player.
AIPAC offers a competitive and comprehensive benefits package that contributes to employees' overall total compensation package. We are currently working remotely two days a week and, in our offices, the other three. AIPAC is an equal opportunity employer.
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