Essential Duty Elements

The Executive Assistant to President & CEO (Executive Assistant) is a hybrid, full-time position, located in Washington, DC, reporting to the President & CEO. The Executive Assistant serves as the primary resource to the President & CEO and serves as the office manager for the Washington, DC office. There are currently no supervisory responsibilities. The Executive Assistant position ensures that the President & CEO is organized and that all tasks including documents for signature, phone calls, invitations, calendar, tracking contacts and membership engagement are handled in a timely manner. The Executive Assistant will be responsible for the President & CEO’s travel, as well as management of his/her schedule in the United States and abroad. The Executive Assistant must be highly organized, possess extreme attention to detail and be able to handle multiple tasks at the same time as well as handle confidential material in a professional and responsible manner.

Responsibilities:

• Manage President & CEO’s Calendar (50%)
• Meet with the President & CEO regularly to review daily and future schedules, invitations, meeting requests, travel, and research needs.
• Coordinate between the President & CEO and staff regarding his daily calendar meeting requests, scheduling requests, appointments, and events.
• Confirm the date, time, location, and length of all meetings with third parties within 24 hours of the meeting.
• Maintain a detailed awareness of the President & CEO’s daily schedule and ensure that he maintains that schedule to the extent possible
• Understand the President & CEO’s and Council’s priorities, and schedule regular meetings with key contacts including U.S. government senior officials we well as U.S. and ASEAN diplomats.
• Update the President & CEO’s task lists daily and ensure that he has adequate time set aside for completion of these tasks.
• Plan President & CEO’s Travel (30%)
• Research and book flight, hotel, and ground travel arrangements for the President & CEO’s business travel
• Develop an agenda for each trip taken by the President & CEO, to be shared with staff and his family.
• Work with the President & CEO and Washington, D.C. and regional staff to coordinate the President & CEO’s travel agenda and meeting requests.
• Work with the staff to ensure that the President & CEO has all needed materials for meetings that will occur during travel.
• Act as the primary liaison between the staff and the President & CEO while he is traveling, ensuring that information is transmitted in a timely manner.
• Take responsibility for obtaining all travel receipts from the President & CEO for the purpose of preparing travel expense reports and reconciling American Express reports. Expense reports are to be completed within one week of trip completion (or receipt of needed information), and American Express reports are to be completed within one week of notification that they are ready to be viewed.
• Provide Briefings /Briefing Materials to the President & CEO
• Ensure that the President & CEO receives briefing materials at least 24 hours and preferably 48 hours prior to all meetings.
• Keep the President & CEO updated on all invitations, Council events and other requests for his time. Ensure timely responses to all such requests.
• Ensure Effective Communication and Organization (10%)
• Assist the President & CEO with the timely management of all communication, including but not limited to written, telephone, email, and voicemail.
• Maintain and regularly update the President & CEO’s contact lists on Microsoft Outlook, Card Scan or other software as needed.
• After scanning, ensure that business cards are accurately filed and easily accessible.
• Draft basic letters for review to:
• Set-up meetings with government officials
• Respond to members and their issues
• Other issues as assigned.
• Draft thank you letters in a timely manner after trips, meetings, briefings and events as appropriate.
• Type trip and meeting notes, including regular staff meeting notes
• Working with COO and CEO, set up appointments and calls with Board members and draft accurate and timely minutes for meetings of the Council’s Board of Directors and Executive Committee.
• Help the President & CEO track staff correspondence, assign tasks to staff and ensure their timely completion.
• At all times, maintain a level of professionalism that protects the Council and its interests, especially in the handling of confidential information.
• Maintain and update all files both electronic and paper. All critical documents and government/member correspondence must be electronically scanned and filed.
• Office Management (10%)
• In conjunction with the CFO, liaise with building management and ensure that Council staff are aware of building issues and activities, including guest registration for in-house events.
• Organize and maintain office inventory by ordering supplies, including business cards, Council gifts for business missions and events, and monthly beverage order, as well as maintaining list of frequently used vendors.

Qualifications and Requirements

• Office management experience is required. At least 8 years of work experience in an Administrative Assistant, Executive Assistant or Office Manager role.
• A bachelor’s degree from an accredited university is preferred.
• Must be extremely organized and detail oriented.
• Must have excellent English verbal and written skills.
• Demonstrated ability to interact with senior corporate leaders and policymakers effectively and comfortably (C-suite/executive level). Exposure to US companies, and/or education in the United States is desired.
• Must be able to take notes and type accurately and quickly.
• Must be able to work independently and meet deadlines during President & CEO’s frequent travel.
• Must be proficient in Windows Office software including Word, Excel, Outlook, and PowerPoint.
• Must be comfortable with and well versed in Internet usage, particularly Internet searches.
• Must be able to compose and draft simple communication such as thank you letters.
• Must be able to proof-read and correct documents which require the President & CEO’s signature or will be released into the public domain as a Council product.
• Must be organized, detail-oriented and be able to successfully handle multiple tasks at the same time and function in a fast-paced environment.
• Must be a team player and a good motivator, interested in helping to keep team spirits high while under deadline pressure.
• Must be able to handle confidential information professionally.
• Must be willing to work outside of normal business hours as the Council has offices in Southeast Asia and often has conference calls, including staff calls in evenings and early mornings.
• A knowledge of the U.S. government, ASEAN and/or the countries of Southeast Asia a plus.
• Ability to work legally in the United States (i.e., U.S. citizen, U.S. Permanent Resident, or Qualifying Asylee/Refugee)

Application Procedure

To apply to the Council’s Executive Assistant position, please submit a cover letter, resume, and brief writing sample (no more than one page) at https://careers.usasean.org/jobs/3737172-executive-assistant-to-the-president-ceo.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Office management: 8 years (Preferred)

Ability to Commute:

• Washington, DC 20036 (Required)

Work Location: Hybrid remote in Washington, DC 20036