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Executive Assistant
Oceana
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Washington, DC, USA
Posted on Jul 19, 2024
EXECUTIVE ASSISTANT to the Vice President, United States
FLSA: Exempt
Manager Role: No
Location: Hybrid
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General Summary
Oceana is seeking an Executive Assistant to support the Vice President for Oceana in the United States. The Executive Assistant is responsible for providing administrative and project support, managing a varied and high- volume workload and working closely with the VP to manage projects, timelines, and deliverables. The Executive Assistant is responsible for multi-tasking, handling highly confidential matters with tact and discretion, proactively facilitating interdepartmental information exchange, and maintains a collaborative alliance with internal and external stakeholders.
Candidates must have a superior attention to detail and excellent written and verbal communications skills. Ideal candidates must be problem-solvers and possess excellent customer service skills, as well as be extremely organized and responsive.
This is a full-time hybrid position based in Washington, DC. A bachelor's degree, and 5 years of relevant experience is required.
Principal Duties and Responsibilities
- Serve as first point of contact for the executive managing workflow into and out of the executive’s office.
- Maintain executive calendar, and screen emails and calls to help set priorities. Responsible for scheduling and coordination of all the Vice President’s appointments, meetings (internal/external), and calls.
- Support priority setting and help structure the Vice President’s time to provide focus on the most important and urgent issues. Keep track of the Vice President’s to-do list and screen correspondence (as appropriate) to help set priorities and make tentative commitments.
- Work with the Vice President to prepare agendas and materials for all meetings. Ensure meeting space and technology (as needed) run smoothly.
- Book all elements of the Vice President’s travel needs (airfare, lodging, ground transportation, etc.) and prepare meticulous itineraries.
- Anticipate Vice President’s needs for meetings, events, and travel by maintaining organized systems for tracking upcoming deadlines and activities.
- Prepare regular “look-aheads” for review with the Vice President of upcoming travel and meeting schedule in order to ensure necessary briefings, presentation materials, and other preparations are in place.
- Oversee the department’s timesheets, expenses, payables, and contracts. Ensure timely satisfaction of invoices, and other documents. Assist the Vice President with budget tracking across the department.
- Handle research assignments for the Vice President and assist with the development of presentations (as needed).
- Support the Vice President’s role with other Executive Committee members and Board of Directors. Assist in developing reports to the Executive Committee and Board of Directors.
- Coordinate special projects commissioned by the Vice President, other Executive Committee members, and board, and maintain official records and files.
- Handle research assignments for the executive and assist with the development of presentations (as needed).
- Perform additional duties as needed and/or assigned
Job Requirements
Education and Experience
Bachelor's degree and 5 years’ experience as an executive assistant or equivalent
combination of education and administrative experience required.
Skills and Knowledge
- Must have excellent and sophisticated knowledge of Microsoft Office Suite including advanced document formatting, email and calendar organization, task and assignment tracking and presentation design skills.
- Must be able to handle many tasks simultaneously, with speed, accuracy, and courtesy, show initiative, and exhibit exceptional level of insightful planning and understanding of abstract concepts. Can pivot/adapt to rapidly changing priorities (and help track things that are put on the back burner as a result)
- Must possess excellent written and verbal communication skills including use of direct and clear communication with persistent follow-up
- Must be able to synthesize complex ideas, create detailed action plans, and execute activities.
- Must be willing to accept varied workload including working outside of normal work hours and meet hard deadlines.
- Must maintain strict confidentiality in working with sensitive data, and possess excellent judgment in handling communications, expenses, other issues, and personal relationships.
- Must be a team player who can build partnerships and work collaboratively with all staff to meet shared objectives of the organization.
- Fluent in written and spoken English and proficient in Spanish is a plus.
- Fosters a diverse, inclusive, multicultural environment for all
- Must take initiative in suggesting ways to augment work and responsibilities of position.
- Must be able to represent Vice President and Oceana in a professional and responsive manner at all times.
Required Competencies
- Action Oriented: Makes things happen. Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
- Ensures Accountability: Follows through on commitments and makes sure others do the same. Has a reputation for taking ownership and responsibility for decisions, actions, and failures.
- Instills Trust: Is able to gain the confidence and trust of others by demonstrating honesty and authenticity, acting with integrity, being consistent and credible.
- Customer Focus: Is skilled at anticipating customer needs (internal and external) and providing services that are beyond customer expectations. Establishes and maintains effective customer relationships.
- Decision Quality: Able to make timely and quality decisions in situations that are ambiguous or uncertain. Know whom to engage, what information to gather, what to pay attention to and what to ignore.
- Nimble Learning: Takes on the challenge of unfamiliar tasks. Can quickly adapt to new situations and to draw on past successes and failures to solve current problems.
- Interpersonal Savvy: Approaches relationships in an “others-oriented” way. Can tap into a range of interpersonal skills and approaches and know when to use what with who
- Being Resilient: Must be resilient and able rebound from setbacks and adversity when facing difficult situations. Can stay focused and composed in stressful situations, take constructive action, and is viewed as a source of confidence in high-stress situations.
APPLICATION REQUIREMENTS
Cover letter should be included with application as it will be viewed as a writing sample and should explicitly highlight examples of demonstrated experience with 2-3 points in the “Skills and Knowledge Requirements” section listed above.
Oceana values a diverse workforce and welcomes people different from each other in many ways, including characteristics such as race, gender, sexual orientation, religion, ethnicity, and national origin. Oceana considers all qualified candidates and seeks to recruit from a diverse candidate pool.
Oceana's US offices have operated on a hybrid schedule and staff have been required to work from their assigned office on Tuesday, Wednesday, and Thursday. With agreement between the employee and their supervisor, the employee may work from home Monday and Friday.
This job is no longer accepting applications
See open jobs at Oceana.See open jobs similar to "Executive Assistant" Schmidt Marine.