Senior Administrative Assistant

Job Summary:

The Senior Administrative Assistant’s primary role is to support the ICANN executive, as well as their direct reports as assigned. Ensures effective and efficient functioning of the department while maintaining confidentiality and commitments on the assignment. Administrative services include but not limited to scheduling travel, meetings, conference calls and assisting with creation of spreadsheets, budget reconciliation, documentation, presentations and communications.

Key Responsibilities & Duties:

• Provide administrative support to the VP of IANA, including calendar management, travel coordination, meeting preparation, and expense processing.
• Support IANA Management with internal and external meetings, including scheduling, preparing agendas and materials, taking minutes, and following up on action items.
• Serve as a point of contact for staff, partners, and stakeholders, ensuring professional and timely communication.
• Support the IANA team in planning and logistics for events both onsite and offsite.
• Maintain records and shared documents to ensure information is accurate and accessible.
• Assist with drafting and compiling presentations, newsletters, blogs and other materials as assigned by IANA management
• Support IANA management on reporting and record keeping tasks
• Contribute to process improvements to enhance operational efficiency across teams
• Provide back-up support to other administrative staff as needed.

Required Knowledge, Skills, and Abilities (KSAs):
(Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)

• Technology savvy – demonstrated willingness and ability to learn business applications and to apply them in the workplace
• Demonstrate proficiency with making travel arrangements; flights, hotels, local transportation and tracking personal preferences
• Demonstration of strong organizational and project/time management skills
• Broad knowledge and experience in Working with a highly diverse workforce and handling confidential matters with discretion
• Comprehensive skills in office tools (Microsoft Office, Google G-Suite) and cloud based services (Concur, Oracle, wiki software)
• Demonstrated ability to communicate clearly in reports, summaries, and other written communications
• Review and compile expense reports and monitor financial reporting according to company policies
• Experience is event planning beneficial
• Ability to support remote staff working across many time zones
• Detail oriented and organized with the ability to multi-task

Education and Experience Requirements:

• Associate or bachelor’s Degree preferred
• Minimum five (5) years of related administrative experience or equivalent
• Curiosity and interest in experimenting with Internet applications

Language

• Fluency, both written and spoken, in English is required
• ICANN is a global organization that values diversity; preference will be given to candidates with demonstrated skills in additional languages besides English

Working Conditions & Physical Requirements:

• Comfort level with an international work environment that requires availability at times outside normal business hours, seven days per week.
• Work is performed in a normal office environment with limited privacy and some exposure to background noise
• While performing the duties of this job, the employee is frequently required to stand and walk. The employee regularly is required to sit. The employee is frequently required to talk or hear; use hands and arms to reach, handle or feel. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
• The employee may occasionally lift and/or move up to 25 pounds