Overview

The AACR is seeking an experienced administrator to support the CEO and Executive Office staff in a non-profit environment with international outreach. The primary responsibilities of the Senior Executive Office Administrator are: 1) to provide administrative support to the CEO, including scheduling and travel arrangements; 2) to support the Associate Director and Director regarding projects and activities for the Board of Directors and other administrative tasks in order to facilitate the operations of the Executive Office.

Responsibilities

• Provide administrative support to the Associate Director
• Serve as the primary contact with the offices of the members of the Board of Directors
• Organize in-person and virtual Board of Directors meetings(Major tasks include: scheduling, assisting with agenda development, collecting meeting presentations and materials, constructing meetings on an internal SharePoint site, and writing action items)
• Document, track, and follow up on action items from each Board meeting promptly. (Develop a process including timeline, accountability, and assignment.)
• Schedule and organize the in-person orientation for the President-Elect
• Efficiently manage and organize the CEO’s complex calendar, ensuring optimal time allocation and prioritization of meetings, appointments, and commitments
• Prepare the CEO for meetings by conducting thorough research, compiling pre-read materials, and providing comprehensive briefings, ensuring the CEO is well-prepared for each engagement
• Collaborate with key staff liaisons and department heads to coordinate meeting agendas, gather relevant documents, and assist in the creation of talking points, scripts, and presentations as needed
• Maintain a keen eye on the CEO’s daily schedule, proactively identifying and addressing potential conflicts, and making necessary adjustments to accommodate urgent matters
• Act as a primary point of contact between the CEO and external stakeholders, demonstrating professionalism and discretion in all interactions, and representing the CEO in a polished manner
• Facilitate effective communication within the organization by distributing critical information, decisions, and action items resulting from CEO meetings, and ensuring alignment across various departments
• Streamline administrative processes, such as travel arrangements, including travel packet, calendar updates, coordinate with staff before travel to make sure the CEO is prepared for all meetings, talking points, meetings with other attendees, printed one pager, check-in for flights, etc.
• Complete flawlessly expense reporting and correspondence to enhance the CEO’s productivity and focus on strategic initiatives
• Prepare emails, documents, and reports of internal meetings, as directed
• Contribute to the overall success of the executive team by collaborating with colleagues and providing backup support as needed.
• Demonstrate exceptional time management and multitasking abilities, ensuring that the CEO’s schedule remains well-organized and optimized for success.
• Identify important departmental documents for inclusion in the archives
• Perform other tasks as assigned

Qualifications

• • Bachelor’s degree required, Master’s degree a plus
  • Minimum 6-8 years of experience in the management of C-level office or Executive Office environment
  • Experience providing administrative assistance in a non-profit organization
  • Excellent written and oral communication skills
  • Exceptional attention to detail skill
  • Strong organizational skills, including managing, tracking, and retaining important Executive Office documents
  • Excellent editing and proofreading skills
  • Ability to function well in a high-paced environment
  • Ability to travel for business
  • Flexible hours as dictated by the needs of business for projects and meetings
  • Solid knowledge of Microsoft Office Suites

  How to ApplyThis position offers a competitive salary and an excellent fringe benefits package.To apply, please submit your cover letter and resume (including salary expectation)

• Equal Opportunity Employer