Special Assistant

Work Location: Washington, DC - US
Requisition Number: 1172
# of Openings: 1

Description

 

POSITION SUMMARY:

Coordinate and support the Executive Vice President’s administrative affairs, communications, meetings, and initiatives. Work on special projects to meet the objectives of the Executive Vice President and Freedom House. 

This is a nonexempt position. Position holder must obtain written authorization from supervisor before working in excess of 40 hours in a work-week.

PRINCIPAL DUTIES, RESPONSIBILITIES, AND EXPECTATIONS:

Organizational and Administrative support for the Executive Vice President :

    • Mastery-level management of all the Executive Vice President’s meetings and appointments, including scheduling, calendar management, and logistics for internal and external meetings, receiving visitors and screening calls.
    • Ensure that meetings and events have been adequately researched and background material prepared and provided to EVP in advance.
    • Create, maintain, and update information, reports, and other documents, systems, and processes as required, at the full range of levels of discretion (public, Board, internal, confidential).
    • Track budget for EVP and handle expenses, advances, and reimbursements promptly   
    • Prepare routine, complex, and confidential memoranda, correspondence, reports, and other material; photocopying, faxing, filing, disseminate accurately and promptly as appropriate; and track follow-up on all communication including phone calls, electronic mail.
    •  Provide accurate, action-oriented, and concise summary of pertinent information following meetings and discussions.
    • Ensure all work products comply fully with standards, policies and mission of Freedom House.
    • Perform other duties as assigned.

 

Communications :

    • Serve as trusted liaison between the EVP and others within Freedom House, as well as other external contacts.
    • Prepare a variety of public and private correspondence, reports, and documentation, and track/follow up, as necessary.
    • Work closely with Communications team to ensure that the EVP’s public communications and social media are updated and advance the mission of the organization.
    • Resolve job-related problems promptly and escalate unresolved issues, as necessary.

Research

  • Maintain general awareness of and interest in the different programs and activities of Freedom House.
  • Research information related to new and special initiatives and provides feedback and insight.
  • Writes and/or presents research findings to advance new and ongoing initiatives.

 

 

JOB QUALIFICATIONS:

Education:      

  • Bachelors’ degree in business, political science, or related field; Master’s degree strongly preferred.  
  • Four years of directly related experience.
  • Two years of experience working with high level executives. 
  • Two years of experience with project management, communications or advocacy

 

Training or Certification:

  • MS Office Suite
  • Project management

Experience:    

  • 5+ years of progressively increasing responsibility as an executive assistant, special assistant or researcher providing support to senior executives.
  • Preferred: experience or interest in democracy promotion or human rights

Skills and Competencies :

  • Strong ability to communicate effectively in English, both verbally and in writing
  • Excellent interpersonal skills, including effectively interacting with people with a wide range of political and social views.
  • Skilled in establishing trusted partnerships throughout organization; maintaining and managing highly confidential information; using expert judgment when dealing with internal and external constituents.
  • Superb attention to detail, balanced against consistent production of timely, error-free work.
  • Strong ability to plan, organize, and prioritize under pressure to meet tight deadlines.
  • Skilled in conducting basic research and applying strong analytical skills to provide ad hoc research support to the Executive Vice President as required
  • Strong capability to take on additional tasks when required, work independently without supervision, and to coordinate the efforts of other professionals to effectively meet objectives in a timely manner.

 

Attributes and Characteristics:

  • Exhibit strong and sustained commitment to the mission of Freedom House.
  • Show good stewardship in the use of Freedom House resources
  • Has excellent interpersonal skills
  • Respond promptly to stakeholder needs and solicit stakeholder feedback to improve service quality.
  • Exhibit excellent phone etiquette, pleasant demeanor, and ethical conduct.
  • Consistently use good judgment when dealing with all contacts and constituents
  • Exhibit high work standards, adherence to procedures, and responsibility for assigned tasks.
  • Demonstrate strong desire for excellence, and desire to inspire others to attain professional excellence.
  • Assess own strengths and weaknesses, pursue training and development opportunities, and strive to continuously build knowledge and skills.
  • Work as an effective team member and successfully balance individual and team responsibilities.
  • Comply with all policies and procedures.

 

PRIMARY CONTACTS:

  • Internal :  U.S. and field employees throughout Freedom House
  • External : Board members, funders, donors, consultants, implementers, congressional staffers and Members of Congress, government agencies, legislators, human rights, and civil society organizations, embassy staff, the press, vendors, members of the public, etc. without

supervision.

 

WORKING CONDITIONS:

General Working Conditions:

  • General working office environment
  • Some long hours including evenings and weekends to complete tasks or attend events.
  • Travel to event sites and field offices at least 20% of the time.
  • Exposed to outside weather conditions when required to attend event venues or travel.

 

Physical Requirements:

  • Sedentary, regularly required to sit for extended periods of time; constantly talk, hear and understand speech at normal levels using a telephone. Occasionally required to stand, walk, and bend over, reach overhead, use hands, wrists and fingers to grasp, push, pull, move, handle, feel, and type. Constantly required to use close vision and distance vision for regular computer work. Occasionally required to lift and/or move up to 25 lbs. to waist height.

 

 





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