What are the responsibilities and job description for the Executive Administrative Assistant position at FHI 360?
The Executive Administrative Assistant role provides comprehensive administrative support to ensure the efficient operation of FHI 360's Programs and Research Group. Responsibilities include supporting the department with booking international travel, scheduling meetings and facilitating virtual webinar logistics, preparing documents and reports, organizing and managing files within the group's SharePoint site, preparing expense reports, and other administrative tasks.
This position must be based in the United States Eastern Time Zone. Candidates in the Washington DC area will be given preference.
Accountabilities:
Perform advanced-level administrative tasks with accuracy and attention to detail.
Serve as the primary point of contact for internal and external inquiries.
Review and verify data for completeness and accuracy in accordance with established guidelines.
Coordinate organizational and leadership team meetings, including securing facilities, preparing agendas, arranging speakers, and recording meeting notes.
Ensure timely and accurate distribution of communications.
Respond to routine and non-routine questions and staff requests for administrative support.
Develop and implement improved administrative procedures to enhance efficiency and timeliness of deliverables.
Prepare and maintain documentation, reports, schedules, databases, spreadsheets, and logs to support departmental functions.
Create and edit presentations, graphics, and desktop publishing materials.
Schedule and organize complex activities such as meetings, travel (including international), conferences, and departmental events.
Work independently or collaboratively on special and ongoing projects.
Act as liaison with other departments, outside agencies, and senior/executive management.
Handle confidential and non-routine information; explain departmental policies as needed.
Design and produce correspondence, memos, charts, tables, graphs, and business plans.
Proofread documents for accuracy in spelling, grammar, and layout.
Coordinate special projects, including planning presentations, disseminating information, and managing logistics.
Support department financial processes, including invoicing and payment coordination for vendors and suppliers.
Maintain and update databases, spreadsheets, and filing systems.
Assign project-related tasks as directed by management.
Gather, compile, and evaluate project data for due diligence purposes.
Ensure compliance with organizational policies, procedures, and best practices.
Maintain departmental files, including updating the department SharePoint site.
Problem Solving & Impact:
Resolves and/or develops recommendations for issues and problems having broad impact.
Problem resolution may require some analysis of policy and procedures.
Serves as a resource to others in resolving non-standard issues and problems.
Errors may be difficult to detect and would normally result in loss of customer business, material, or equipment to resolve.
Supervision Given/Received:
Limited supervision.
May coordinate workload with other support staff across department(s).
No instruction needed on routine work and general instructions with periodic work review given on new work or special assignments.
Contacts are frequent with individuals representing other departments, and/or representing outside organizations.
Contacts involve obtaining or providing information or data on matters of moderate importance to the function of the department or which may be sensitive in nature.
Requirements:
Associates Degree or International Equivalent in Business Administration or Related Field.Bachelor's Degree preferred.
Minimum of 5 years of relevant administrative experience. Past experience supporting executives strongly preferred.
Past experience booking complex international travel arrangements, including securing necessary visas.
Experience in monitoring the use of expenditures to meet organizational objectives and compliance.
Experience in a science or health-related field preferred.
Demonstrated experience scheduling meetings and facilitating virtual meeting logistics.
Expertise in Microsoft Office 365 applications.
Strong attention to detail and ability to maintain confidentiality.
Excellent communication skills. Fluency in English is required.
Typical Physical Demands:
Typical office environment.
Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
Ability to sit or stand for extended periods of time.
Ability to lift or move up to 5 lbs.
Technology to be Used:
Computer/Laptop, Microsoft Office 365 applications, cell phone/mobile technology, and standard office equipment.
Travel Requirements:
Less than 5%
The expected US Based hiring salary range for this role is listed below. Candidates FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget.
Base salary is only one component of our offer. FHI 360 contributes 7% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.
US Based Hiring Salary Range: USD $70,000 - USD $90,000 annual
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants' previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant's tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.
FHI 360 fosters the strength and health of its workforce through acompetitive benefits package, professional developmentand policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others - and yourself.
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Salary : $70,000 - $90,000