Senior Administrative Assistant

JOB DESCRIPTION

Job Title:                  Senior Administrative Assistant

Department:             Office of the President

Reports to:                Vice President, Executive Office and Board Liaison, Office of the President

Executive Vice President & Director of Studies

Nonresident Senior Fellow Olivier Blanchard

FLSA Status:            Exempt/Full-Time

SUMMARY

The Peterson Institute for International Economics, a non-partisan public policy research institute devoted to the study of international economic policy, seeks an experienced full time Senior Administrative Assistant to support the Office of the President and the Executive Vice President & Director of Studies. The Senior Administrative Assistant is part of the President’s team responsible for providing the President and the Vice President, Executive Office and Board Liaison administrative support with the ongoing operations.

www.piie.com

ESSENTIAL DUTIES AND RESPONSIBILITIES

A.   Office of the President – 80%

·      Maintain President’s appointment schedule by planning and scheduling local meetings, conferences, and teleconferences.

·      Works and communicates closely with VP fo the Executive Office to ensure proper management of the President’s calendar and travel arrangements.

·      Work with the VP for the Executive Office to conserve President’s time by reading, researching, and routing correspondence; drafting letters and documents for the President’s review; initiating telecommunications and e-mail communications. 

·      Responsible for President’s expense tracking, coding, and receipt management.

·      Schedule the quarterly conference calls of the Investment Committee of the Board of Directors.

·      Maintain confidentiality in all aspects of the President’s personal information

·      Welcomes guests by greeting them, in person, on the phone or via e-mail; answering or directing inquiries. Proper handling and screening of phone calls as well as in person visits.

·      Provide historical references by developing and utilizing filing and retrieval systems; recording meeting discussions.

·      Prepare reports as assigned by the President or the VP for the Executive Office and analyzing information.

·      Work with the Development Team and Salesforce Client Relationship Manager to maintain up-to-date contact records and accurate information on all past and current points of contact.

·      Sort the President’s postal mail.

·      Prepare holiday card e-mailing.

·      Coordinate twice a week Hybrid Research Staff Lunches.

·      Accept ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.

·      Coordinate and plan UPS, FedEx, and messenger deliveries in an appropriate manner when and where necessary.

·      Duties as assigned in assisting the President’s and the VP’s day-to-day function.

·      Provide full support for the President during the VP for the Executive Office’s absence.

B.    Assistant to Executive Vice President & Director of Studies – 15%

·      Travel arrangement.

·      Signs EVP & Director of Studies up for all the meetings and adding them to his calendar with meeting links.

·      Maintain up-to-date contacts via Outlook and work with the database manager to update mailing lists in Salesforce.

·      Sort and maintain email inbox while EVP & Director of Studies is on travel.

·      Sort postal mail.

·      Schedule press interviews when relevant news breaks.

·      Take phone messages.

·      Minor editing tasks.

·      Duties as assigned by EVP & Director of Studies.

C.   Assistant to Olivier Blanchard – 5%

·      Mail collection

·      Duties as assigned by Prof. Blanchard.

QUALIFICATIONS

·      4 years of administrative support experience.

·      Strong verbal and written communication editing skills.

·      Strong computer skills, including demonstrated ability with Microsoft Office, especially Word, Outlook, Excel, and OneNote, include mail merge features, and with report/query tools.

·      A highly motivated, well-organized and self-disciplined individual capable of working effectively with general directions and little face-to-face supervision.

·      Top-notch organizational skills and attention to detail; ability to initiate, prioritize, and meticulously follow through on plans.

·      Ability to “manage up” by understanding leadership styles, anticipating the President’s and Vice President’s needs, and proactively orchestrating next steps with strong organization and attention to detail.

·      Ability to balance big-picture thinking with attention to detail.

·      Ability to work well in a team environment, handle multiple assignments, and meet aggressive deadlines, frequently balancing multiple priorities

·      Creative and resourceful; ability to work in a diverse and collaborative environment as well as independently.

·      Personable; able to work comfortably with individuals at all levels, including Board members, within the organization.

·      A commitment to the values of the organization while demonstrating good judgment, flexibility, patience and discretion when dealing with confidential and sensitive matters.

·      Ability to be proactive in finding projects during slow seasons.

EDUCATION / EXPERIENCE

Four-year college bachelor's degree required. Four years of experience.

CERTIFICATES, LICENSES, REGISTRATIONS

None required.

PHYSICAL DEMANDS

This person will typically sit at a desk for long periods of time throughout the day and use a computer to include monitor, mouse and keyboard. Some walking to and from various offices, the copy and fax machine will be required. Some bending and stooping may be necessary in order to do filing. Occasionally may be expected to lift boxes of up to 25 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The work environment is a moderately open one with a combination of cubicles and offices. The noise level is generally quiet. The office, lavatories and building are all handicapped accessible. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK SCHEDULE

Monday thru Friday – 40  hours per week.  Must be able to work a flexible schedule based on the needs of the Front Office.

Applicants – PLEASE include salary range in your cover letter. PLEASE email resume and cover letter to HR@piie.com. NO PHONE CALLS PLEASE

AFFIRMATIVE ACTION/ EQUAL OPPORTUNITY EMPLOYER