Overview:

The AACR is seeking an experienced Executive Assistant to support the CEO and Executive Office staff in a non-profit environment with international outreach. The primary responsibilities of the Executive Assistant are to provide high-level administrative support to the CEO and the Director of Administration by managing the CEO’s schedules and communications, gathering documents to prepare for meetings, coordinating travel arrangements, as well as assisting with other administrative tasks to facilitate the operations of the Executive Office.

Responsibilities:

Efficiently manage and organize the CEO’s complex calendar and daily schedule, ensuring optimal time allocation and prioritization of meetings, appointments, and commitments

Prepare the CEO for meetings by conducting thorough research and collaborating with internal and external staff liaisons to prepare meeting files (including meeting agendas, pre-read materials, and comprehensive briefings), ensuring the CEO is well-prepared for each engagement

Draft emails, letters, memos, and other written correspondence on behalf of the CEO, as directed

Coordinate travel arrangements for the CEO (Major tasks include:  preparing in-depth travel itineraries and comprehensive travel packets, updating the CEO’s calendar with travel and meeting details, coordinating with the Meetings staff on travel and accommodation arrangements, communicating with internal and external staff liaisons to finalize travel logistics, and completing flawlessly travel expense reports)

Provide other administrative assistance to the CEO and the Director of Administration, such as setting up meetings, responding to emails addressed to the CEO, screening phone calls, and welcoming visitors

Act as a primary point of contact among the CEO, internal staff, and external stakeholders, demonstrating professionalism and discretion in all interactions and representing the CEO in a polished manner

Prepare notes, emails, documents, and reports of internal and external meetings, as directed

Facilitate effective communication within the organization by distributing critical information, decisions, and action items resulting from CEO meetings, as directed

Contribute to the overall success of the executive team by collaborating with colleagues and providing backup support as needed

Perform other tasks as assigned

Qualifications:

Bachelor’s degree required; Master’s degree a plus

Degree in English or Communications a plus

Minimum 6-8 years of experience in the management of a C-level office or Executive Office environment

Experience providing administrative assistance in a non-profit organization

Excellent written and oral communication skills

Exceptional time management and multitasking abilities

Excellent interpersonal skills

Superb attention to detail skill

Strong organizational skills, including managing, tracking, and retaining important Executive Office documents

Flexible hours as dictated by the needs of business for projects and meetings

Ability to function well in a high-paced environment

Ability to travel for business

Solid knowledge of Microsoft Office Suites