The Executive Assistant performs high-level administrative, clerical, logistical, and travel support functions for the CEO. By effectively maximizing the CEO’s time, managing information and communications, and implementing successful systems, the incumbent empowers the successful performance of the CEO. This role requires steadfast professionalism, meticulous attention to detail, flexibility, and confidence in execution.
MEASURE(S) OF SUCCESS
Optimizing the CEO’s time to enable their focus on high-level strategy issues and initiatives
Understanding and representing the voice and priorities of the CEO in all communications, presentations, and PR opportunities
Building productive working relationships with staff, vendors, and partners
Timely and error-free processing of contracts, invoices, and expenses
COMPETENCIES
Adaptability
Employee is open to new ideas and ways of doing business and adopts change willingly.
Business Mindset
Employee is knowledgeable of the financial, operational, and business concepts of the business, and is comfortable with the data-driven aspects of business operations.
Compelling Communication
Employee communicates directly and provides meaningful information to others to generate support.
Continuous Improvement
Employee seeks opportunities to improve current processes, systems, and methods to promote reliability, quality, and efficiency of output.
Customer Service
Employee delivers exceptional customer service.
Delivering Results
Employee commits to achieving objectives, holds oneself accountable, and follows through.
Learning Agility
Employee learns quickly and applies newly learned information and skills to innovate, adapt, and uses feedback to improve.
Makes Sound Decisions
Employee makes sound decisions in a timely and confident manner.
Planning & Organizing
Employee engages in logical and systemic thinking to develop meaningful plans for executing goals.
Relationship Management
Employee builds and maintains meaningful and positive connections with others inside or outside of the organization.
Resilience
Employee responds to challenges with composure, optimism, and hardiness; employee perseveres and exhibits healthy stress management strategies.
Teamwork and collaboration
Employee cooperates with others through mutual trust and accountability to accomplish shared objectives.
RESPONSIBILITIES/ESSENTIAL FUNCTIONS
To perform this job successfully, each essential duty and responsibility must be performed satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform essential functions. Other duties may be assigned to meet business needs.
General Administration & Communications (40%)
Serve as the primary point of contact for the CEO to internal and external parties. Foster productive relationships on behalf of the CEO.
Manage the flow of information and maintain awareness of correspondence in/out of the CEO’s office. Mange email, mail, and phone calls. As directed, communicate on behalf of the CEO.
Implement and enhance systems and processes to increase accuracy, efficiency, and quality of output from the office of the CEO.
Exhibit sound judgement, make decisions, and anticipate and solve problems to move work forward and free time for the CEO. Exercise discretion and confidentiality critical to the role.
Manage media and PR opportunities for the CEO in coordination with the Marketing department and media outlets. Preview and edit scripts, talking points, and social media posts for messaging and tone to reflect the voice of the CEO.
Prepare or review/edit presentation decks and other materials for the CEO.
Conduct research, synthesize findings, and furnish relevant articles and resources for the CEO.
Organize CEO files and furnish documents to the CEO upon request.
Maintain the database of CEO accounts, memberships, and subscriptions. Track and process renewals of CEO memberships, credentials, and licensing.
Troubleshoot technology issues for the CEO, offering direct support as well as liaising with IT.
As directed, sign documents on behalf of the CEO.
Scheduling & Travel (35%)
Maximize the CEO’s time by managing demanding calendar priorities and strategically scheduling meetings to impact meaningful and productive outcomes.
Equip CEO and other meeting participants in advance with agendas, objectives, and materials.
Manage adjustments to the CEO’s calendar, often on short notice, to ensure timely updates and good communication with other meeting participants.
Plan for the CEO’s participation in annual industry and professional development conferences as well as speaking engagements. Manage event registration and logistics.
Coordinate flights, lodging, ground transportation, and all other aspects of CEO’s travel.
Provide detailed travel itineraries and ensure all information is easily accessible.
Meeting & Event Coordination (15%)
Coordinate meetings and events as requested by the CEO.
Serve as a member of the Social Committee helping to coordinate all-staff events, including the annual holiday party, company picnic, Nationals baseball game outing, staff luncheon, et al.
Support the CEO with components of meeting and event coordination for:
Annual Board Meeting
Quarterly & Special Board Meetings
Semi-Annual Carrier Meeting
Leadership & Other Meetings
Expenses & Contracts Tracking (10%)
Track and maintain records of CEO expenses, invoices, and receipts.
Prepare weekly CEO expense reimbursement reports and monthly CEO credit card reconciliations.
Track and coordinate CEO review and approval of contracts according to company policy and process. As directed, execute contracts on behalf of the CEO.
EDUCATION AND EXPERIENCE
Bachelor’s degree required
5+ years of experience partnering with senior executives, preferably in a fast-paced and growth-oriented environment
Familiarity with business operations, including exposure to corporate finance, HR, marketing
Experience managing projects and meetings/events
Demonstrated success building and maintaining productive relationships
Experience with public relations and social media, preferably including involvement with crafting compelling messaging
Proficiency with Outlook calendar scheduling and seamlessly juggling demanding calendars
REQUIRED SKILLS
Advanced proficiency with Microsoft Office, facility with personal technology, and ability to quickly learn new software
Excellent verbal and written communication skills
Exceptional attention to detail
Strong sense of personal responsibility and proactive nature
Impeccable judgement and professionalism
Strong social awareness, including the ability to serve as a gatekeeper to the CEO while maintaining collegial relationships
Adaptability and flexibility
Customer service mindset
This position description should not be construed to imply that the requirements are the sole standards for the position. Incumbents are expected to perform all assigned duties as required.
Worldwide Assurance for Employees of Public Agencies (WAEPA), is a nonprofit association (not an insurance company) formed by federal employees, for federal employees.
The goal of WAEPA is to provide access to products and services that promote the health, welfare and financial well-being of its members. After more than 80 years in business, WAEPA has more than 50,000 members.
