Staff Assistant to the President

Washington, DC
Full Time
President's Office
Entry Level

Title:                              Staff Assistant to the President

Reports To:              Chief of Staff to the President

Job Summary:          The Staff Assistant to the President provides administrative support for the President’s Office. This position is responsible for general fact-finding research for the President’s correspondence, projects, trips, meetings, and remarks. The Staff Assistant consistently employs diplomacy, discretion, and confidentiality, is comfortable in a fast-paced environment, exercises sound judgment, coordinates multiple, time-sensitive projects and priorities, and is a well-organized, detail-oriented member of the team.

Job Duties:

  • Provide general administrative support for the Office of the President including fielding phone calls, welcoming guests, preparing and filing expense reports, processing invoices, ordering office supplies, and maintaining a storage room with office inventory.
  • Serve as office representative for Information Technology and Workplace Services.
  • Assist in the planning and tracking of President’s Office events by booking venues, securing parking, drafting invitations and timelines, suggesting menus, reserving audio/visual equipment, and recording meeting metrics.
  • Facilitate conference calls by reserving call lines, drafting invitations, and tracking RSVPs.
  • Track and archive the President’s event information and speeches.
  • Manage the Chief of Staff’s calendar and appointments.
  • Manage and track new employee meetings, staff lunches, and employee engagements.
  • Manage contact lists and mailings for the President’s Office, including quarterly Board Reports to the Board of Trustees, outgoing mail for conservative movement leaders' achievements and special dates, staff birthdays and accomplishments, and Christmas cards.
  • Monitor board member special occasions (birthdays, anniversaries, accomplishments etc.) and manage President’s gifts, greetings and acknowledgments to board members.
  • Assist the Deputy Chief of Staff with President’s Office interns.
  • Perform special projects as assigned.

Qualifications:

Education:            Bachelor’s Degree

Experience:             1-3 years of relevant experience

Communication:   Excellent verbal, writing, and editing skills

Technology:          Advanced Microsoft Suite; database experience helpful

Other Requirements:

  • Understand and support the Heritage mission and vision for America, and the department’s goals and objectives.
  • Discretion and ability to maintain confidentiality.
  • Highly organized with strong attention to detail and ability to handle multiple tasks at the same time accurately and efficiently.
  • Excellent interpersonal skills, receptive to direction and feedback, and work well with others.
  • Strong intuition and awareness of delicate situations and information.
  • Ability to communicate with a variety of personalities in a tactful, pleasant, and professional manner.
  • Willingness and ability to recommend organizational improvements to superiors.

 

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