SHRM Executive Assistant - External Relations in Alexandria, Virginia

Overview

The Role:

The Executive Assistant’s primary responsibility is to provide executive administrative support to a member of the Executive Team. This includes comprehensive support in making sure the administrative function of the division are conducted effectively for the team and the Executive. Most notably, the position is responsible for scheduling appointments and managing all of the Executive’s calendar, travel arrangements, assisting in the tracking of the division’s expenses against budget allocations, and preparing materials for meetings, Committees, and Board meetings as applicable. The position interacts extensively with external stakeholders including senior leadership, and members to facilitate their requests for information and materials.

Responsibilities

Your Day:

  • Perform a full range of administrative services, including maintaining daily schedules, making appointments, planning and arranging meeting logistics and invitations, coordinating the preparation of advance agenda material and presentations for meetings.

  • Assume and perform clerical duties, including copying, mailing, processing purchase orders and invoices, completing expense reports, preparing correspondence and receiving visitors for the Executive. Provides proofreading, word processing, and graphics support, as needed.

  • Track all expenses against budget allocations for the Division, and summarize the variances on a monthly basis.

  • Provide outstanding and timely administrative support to the Executive and the Division by applying independent judgement and decisions within established guidelines. Maintains professional behavior and interactions with department heads and other staff in order to facilitate executive and division requests.

  • Conduct research, prepare reports and presentations, handles information requests as directed by the Executive.

  • Maintain continuity of office in the executive's absence. Maintains responsibility for the critical organization, prioritization, and scheduling of the division.

  • Organize and maintains filing systems, answers phones, works in a team of administrative professionals, and provides backup for one another, as needed and directed.

  • Take minutes at department meetings and distributes them as appropriate.

  • Assist the overall division by serving as an expert on matters pertaining to administrative procedures.

  • In collaboration with other Executive Assistants, assists in developing administrative processes to ensure the efficient operation of the organization and its divisions, and serves as a resource to provide guidance and development for administrative staff across the organization.

  • Assume responsibility for Division specific duties and requirements as directed by the Executive and based on the Division needs, including but not limited to special projects, facilitating internal communications, training other staff, vendor or program coordination, and policy/procedures maintenance.

Qualifications

Must Haves:

  • High school diploma or equivalent; Bachelor's preferred.

  • Certified Administrative Professional—Operations and Management (CAP-OM), preferred.

  • 3 years’ of experience in administrative support roles; 5 years’ of experience in admninistrative support roles with a minimum of 2 years’ providing executive-level administrative support preferred.

  • Demonstrated experience with calendar management, making travel arrangements, and managing expense reports.

  • Proficiency with Microsoft Office, including Outlook, Microsoft Word, Excel and Power Point.

  • Strong project and time management skills.

  • Strong written and oral communication skills with the ability to communicate professionally within all levels of the organization.

  • Ability to prioritize, plan and carry out responsibilities independently with a minimum of supervision.

  • Ability to apply considerable judgment, tact, and ability to perform duties in a confidential manner.

  • Ability to problem solve, perform multiple tasks successfully in a fast-paced environment or where priorities evolve quickly.

Let us know if you also have:

  • Budget tracking and coordination experience.

  • Experience preparing and crafting presentations.

  • Communication and strategic planning experience.

  • Experience working with and troubleshooting various mediums of technology, including Smart phones, tablets, and laptops.

  • Customer service oriented approach t responding to members and staff.

  • Analytical and budget preparation skills.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; talk and hear, use hands to type, file, handle or feel. The employee is frequently required to reach with hands and arms. Occasionally required to stand; walk and stoop, kneel, crouch, or crawl. Visual acuity to use a keyboard, prepare and analyze data and figures; transcribing, viewing a computer terminal; extensive reading. Light lifting is required. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force to constantly move objects.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is regularly performed in a professional office environment and routinely uses standard office equipment.

This job requires occasional travel 0-10%.

The Society for Human Resource Management is an equal opportunity employer (Minority/Female/Disabled/Veteran).

ACCESSIBILITY NOTICE: If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please send an email to: accessibility@shrm.org or TDD (703) 548-6990.

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Category Government Affairs