Executive Assistant to the Chief of Staff (17700)

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Our diverse community of students, faculty, and staff represent every state and more than 150 countries. Our internationally recognized faculty are today's thought leaders in the areas of public policy, law, the arts, communications, international development, and more. Our staff are innovative, service-oriented, and dedicated to moving the university towards achieving its strategic goals. We are committed to an excellent experience for all of our students, faculty and staff and share a passion for creating change through our knowledge and our work.

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Summary/Objective

The Executive Assistant provides high-level administrative support to the Office of the Chief of Staff and Counselor to the President. This includes, but is not limited to, maintaining calendars, making travel arrangements, coordinating meetings, and preparing meeting agendas and materials. The Executive Assistant also serves as a liaison and coordinates executive outreach and oversees special projects. The Executive Assistant must be responsive, forward thinking and enjoy working within a collaborative, fast-paced environment. Managing sensitive matters with a high level of confidentiality and discretion is critical.

Essential Functions

1. Administration:The Executive Assistant provides administrative support to the Chief of Staff, including managing the calendar, managing schedule requests, managing multiple phone lines, and frequently collaborating with other direct reports. This position coordinates logistics for meetings including managing the attendee invites and responses, preparing materials and agendas and, if necessary, takes minutes. Arrange travel and accommodations for the Chief of Staff. Prepares expense reports.
2. Projects and Operations:The Executive Assistant provides project management support. Responsible for the direct management and oversight of day-to-day operations, ensuring the office runs smoothly. This includes developing, managing, and synchronizing archive and filing systems across all platforms (email, computer files, hard copy), coordinating any necessary maintenance or IT requests, and ordering office supplies as needed.
3. Budget and Finances:Directs and coordinates resource allocation for the office’s operating budget, and business operations including vendor management, payroll, accounts payable, receivables management, contract administration, and shared administrative resource management.
4. Human Resources/Personnel Management:Directs all personnel procedures including the position management, recruitment, employment, evaluation and salary administration of staff consistent with AU policies and procedures. With the Chief of Staff, implements strategic personnel objectives.
5. Serves as back-up to the President’s administrative support when they are unavailable or need assistance. Serves as back-up in the creation of the daily binder for the President.
6. Other:Ability to function well in a high-paced environment; performs additional duties as assigned by the Chief of Staff.

Position Type/Expected Hours of Work

• Full-Time, 35 hours/week.
• Sr. Coordinator/Analyst A.
• Exempt.

Required Education and Experience

• Bachelor's degree or equivalent.
• 5-8 years of relevant experience
• Must be extremely organized and have excellent written and oral communication skills.
• Able to work well under pressure, in project teams, multi-task and prioritize workload, handle difficult situations and interact with senior leadership as well as general constituency.
• A very high level of discretion is required from this position due to exposure and access to highly confidential and sensitive information.
• Flexible hours as dictated by the needs of business for projects and meetings.
• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner.
• Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting the expectations of the Chief of Staff and other senior executives by maintaining effective relationships with interested parties.
• Previous experience supporting an executive and/or managing an office.
• Ability to think outside of the box with a sense of urgency.
• Experience with Microsoft Office suite.

Additional Eligibility Qualifications

• Advanced Proficiency using Microsoft Office suite including Word, PowerPoint, and Excel to develop briefings, presentations and reports and conduct data analysis.
• Ability to provide high levels of customer service and exercise tact and diplomacy while interacting with university staff and faculty on sensitive matters.
• Proven ability to work cross functionally, influence others and problem solve.
• Experience with Colleague and BI a plus.
• Must be willing to work non-standard hours (evenings and/or weekends) when needed.

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite.Click here to learn about American University's unique benefit options .

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.
• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.
• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Current American University Employees

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Contact Us

For more information or assistance with the American University careers site, email theworkline@american.edu .

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.

Nearest Major Market: Washington DC