United Nations Foundation

Administrative Assistant, Executive Office

Job Location US-DC
Type
Regular Full-Time

Overview

The Administrative Assistant provides support to members of the Executive Office and reports to the Special Assistant to the Deputy CEO.

Responsibilities

  • Provide support to leadership in the Executive Office by:
    • Answering phone calls
    • Greeting guests and escorting to office
    • Making copies and/or scans as requested
    • Scheduling meetings and/or travel at the direction of the assistant
    • Help dial into meetings as needed
  • Provide support to Head of Policy Planning, to include:
    • Scheduling meetings and travel
    • Assist with expense reports
  • Oversee catering and logistical support for internal and public-facing meetings of the Executive Office leadership
  • Assist with infrequent Executive Office grant requests
  • Pick up Executive Office mail from mail room and distribute
  • Upload and manage contacts and enter meeting notes into Salesforce for Executive Office leadership
  • Support biannual Board meeting preparation as needed to include:
    • Assisting with creation of Board meeting materials, such as table tents, place cards, etc.
    • Supporting the team in the Board briefing book production process (copy editing, creating shipping labels, etc.) prior to Board meetings.
  • Perform general research when requested
  • Assist International Advance Officer with managing pre-trip processes, such as contracts, obtaining visas, and preparing briefing books
  • Maintain Executive Office intranet page
  • Assist Executive Office leadership with social media as needed
  • Create and maintain contact sheet of Foundation-wide assistants
  • Digitize hardcopy files of Executive Office leadership

Selection Criteria

  • Bachelor’s degree required
  • One to three years of administrative experience
  • Strong attention to detail and demonstrated excellence working in a fast-paced environment
  • Ability to maintain a high degree of confidentiality
  • Ability to manage multiple priorities
  • Strong professional interpersonal skills and diplomacy; the ability to interact with people from diverse, multi-cultural backgrounds
  • Ability to work independently as well as a member of a team
  • Proficiency in Microsoft Office Suite to include Outlook, Word, Excel, and PowerPoint
  • Excellent verbal and written communication skills required
  • Ability to meet regular attendance/tardiness policy
  • Ability to work under pressure and handle stress
  • Experience using professional applications of social media including Facebook, Instagram, Twitter and others

Benefits & Compensation

For full-time employees we offer an excellent range of benefits, including a choice of two health plans through CareFirst (PPO or HDHP), dental insurance, vision discount plan, Life Insurance, Supplemental Life Insurance, Short-Term Disability, Long-Term Disability, Long-Term Care Insurance, Health Club Discounts, Commuter Benefits, and Employee Assistance Program.

12 Paid holidays, 4 weeks of vacation, 10 sick days, 3 personal days and 8 weeks of parental leave (mother or father), access to the UNFCU Credit Union, 150% match on our 403b retirement plan, flexible spending accounts, health savings accounts, and discounted Zipcar membership. 

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