" DISC:Job Opening at American Councils for International Education in Washington, DC"

[HumanResources HumanResources]

 Executive Assistant to the President
Washington, DC

Position Description
FLSA STATUS:	Exempt

SUMMARY:
The Executive Assistant provides administrative and project support to the President.  The Executive Assistant independently performs a broad range of tasks aimed at providing information to and on behalf of the President and works in cooperation with senior staff and board members, exercising attention to detail, tact and diplomacy.

Key among the functions of the Executive Assistant are: preparation of reports, correspondence, and presentations; travel expenses and administration; conference planning, including meeting logistics, travel arrangements, printed materials, and on-site coordination; external relations with officials from related organizations, embassies, foreign governments, U.S.Government agencies, multilateral development banks, and Capitol Hill; board and committee relations, including board meetings; coordination of travel logistics for the President and associates, including visas; maintenance of the President's calendar and extensive contact list; and support to the Multi-Media department including handling sales and royalties, and editing of English language materials including textbooks, Russian language learning web site, and the Russian Language AP examination.
	
RESPONSIBILITIES: 
General Presidential Support
·	Provides general support, including word processing, photocopying, mailing, proofreading and editing, technical assistance, fielding incoming calls and placing outgoing calls for the President, etc;
·	Maintains complete organization and categorization of office files, reports, legal records, etc. with attention to detail requisite for the Executive Office; maintains critical corporate history and original records and files;
·	Maintains address, phone, and e-mail lists for President, including Board and committee members;
·	Handles financial transactions related to maintaining the President's office, including requesting supplies, preparing check requests, maintaining records of expenses and reconciling corporate credit card statements; and
·	Schedules appointments and meetings for the President, including senior staff meetings, maintaining paper, electronic, and intranet calendars.
Research
·	Gathers information at the request of the President from a range of internal and external sources;
·	Produces reports as requested by the President or senior staff using spreadsheet, database, and presentation software, and/or text files; works with Data Management Coordinator, Institutional Research Manager, and Program Managers as necessary.
·	Monitors news broadcasts, mailing lists, bulletins, and trade publications for updates relevant to sphere of operations, including RFE/RL, Chronicle of Higher Education, Johnson's Russia List, etc., forwarding issues relevant to the organization to the President and selected staff members.
Internal and External Relations
·	Prepares custom packets and collections of information for delegations or events as needed;
·	Assists in mass mailings, including holiday cards, invitations, informational materials, etc., as needed;
·	Maintains President's Page section of corporate Intranet, including "what's new", travel and event calendars, downloadable biographies and curriculum vitae, historical records, speeches, presentations, etc;.
Corporate Hospitality
·	Makes travel and lodging reservations for visitors for the President or senior staff, as needed;
·	Greets visitors; provides refreshments;
·	Manages all meeting logistics: reserving space, obtaining catering services, prepares conference room, etc.;
·	Arranges travel and lodging for attendees;
·	Makes dining reservations for the President and guests, as requested;
·	Prepares and distributes invitations, notes, responses, etc. on behalf of the President; 
 
Liaison to Boards
·	Coordinates scheduling of meetings for Board of Trustees, ACTR Board, and other boards as necessary;
·	Prepares, assembles, and distributes materials for meeting attendees, including Board Books;
·	Takes and drafts minutes; prepares final draft of minutes and distributes as directed;
Travel
·	Makes travel arrangements for the President, colleagues, and family, as requested; serves as liaison with in-house travel agent to obtain airline reservations and tickets; reserves lodging, car rentals, etc. obtaining passport and visas as needed;
·	Serves as liaison with hosting organizations concerning logistics of President's travel (e.g. lodging, arrival/departure, transportation, etc.);
Multi-Media Department
·	Handles textbook sales for  the Publications department;
·	Maintains finance for in-house book sales, including billing, receiving, follow-up on late payments, returns, coding of all receipts, and updating of sales records by title;
·	Computes and disburses royalties for all ACTR textbooks, including in-house and distributor sales;
·	Proofreads Publications department English-language output;
·	Maintains tally of book sales and inventory; duplicates new materials as needed.
·	Maintains sufficient stock of textbooks, video and audio materials, ordering/duplicating additional supply as necessary.  

QUALIFICATIONS:
§	Bachelor's degree required; area studies degree or knowledge of the region preferred;
§	Progressively responsible work experience;
§	Excellent research, writing, and verbal communication skills;
§	Strong attention to detail and organization;
§	Ability to work additional hours and occasional weekends;
§	Demonstrated facility with internet and web-based research methods;
§	Proficiency with word processing, and spreadsheet software;
§	Effective interpersonal skills; and
§	Russian language proficiency required.

TO APPLY:
Send letter/resume and salary requirements to HR Department, American Councils, 1776 Massachusetts Avenue, Suite 700, Washington, DC  20036.  Fax: 202-872-9178 or 202-833-7523; email: resumes at americancouncils.org. Affirmative Action / Equal Opportunity Employer.

American Councils for International Education: ACTR/ACCELS is an international not-for-profit organization working to advance education, research, and mutual understanding across the United States and the nations of Eastern Europe, Eurasia, and Southeast Europe. Its mission is to foster democratic development and civil societies by advancing education and research, cultivating leadership, and empowering individuals and institutions through learning. With a staff of 400 professionals in 17 countries, American Councils designs, implements, and supports innovative programs in education, community outreach, and scholarly research.

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