Executive Assistant

Location: Washington, DC, DC

Type: Full Time

Min. Experience: Mid Level

Our Organization:
At ideas42, we believe that a deep understanding of human behavior will help us improve millions of lives. Using insights from behavioral science, we create innovative solutions that encompass health, education, consumer finance, safety and justice, environmental sustainability and ending poverty and inequality. We’re a non-profit with more than 100 active projects in the United States and around the world with many partnerships across governments, foundations, NGOs and corporations.

Position Overview:

We are looking to add an organized self-starter to be a dynamic Executive Assistant for three of our busy Managing Directors. This role can be based in either our Washington, DC or New York City offices or remotely.

Responsibilities:

Executive Support and Calendar Management: Provide administrative support for our New York-based Managing Director and Chief Operating Officer, and a San Francisco-based Managing Director. You will help manage their time effectively and provide support with ongoing projects and business development. At a minimum, this position will include:

  • Heavy calendar management. You will fully own and manage the calendars of the executives whom you support. This includes optimizing the use of their time by scheduling work blocks, email time, as well as internal and external meetings.
  • You will assist with scheduling senior team meetings, all-team meetings, trainings and events, retreats, etc.
  • Write email correspondence on behalf of the executives you support related to scheduling and basic communication needs.
  • Keep contact details up-to-date, entering and retrieving data from a contact management resource, keeping track of interactions and follow-up items with contacts. You will make suggestions about people with whom they should connect with based on time elapsed from previous correspondence and travel schedule to areas where contacts reside.
  • Assist with travel arrangements (both domestic and international). This includes presenting flight and hotel options, booking travel and preparing and entering all logistical information into the executive’s calendars, preparing itinerary reports and managing related visa applications.
  • Track expenses and prepare expense reports on behalf of the executives you support.

Additional tasks as assigned.

Required Qualifications:

  • Three years of experience of executive support. Note: comprehensive experience of calendar management & arranging travel or clear ability to prove you would succeed at calendar management & arranging travel is a strict requirement.
  • High level of proficiency with MS Office, Google Business Apps software and CRM systems.
  • A natural problem-solver with excellent prioritization skills, successfully managing competing priorities, multiple deadlines, with a high attention to detail
  • Superb interpersonal and communication skills (written and oral) and experience with client/customer relations
  • Strong attention to detail, meticulous management of large tasks list, and the ability to juggle task prioritization
  • Ability to work independently, while retaining a positive attitude and approachable demeanor
  • Proactive self-starter who displays ownership for all responsibilities
  • A strong level of discretion and judgment when dealing with sensitive or confidential information.
  • Willingness to work hard to help the organization succeed.
  • Although our expectation is this is primarily a 9am – 5pm role, we seek candidates that have the ability to work on a flexible schedule when required by workflows, which may occasionally include evenings and weekends
  • Interest in behavioral science and the ideas42 mission

Preferred Qualifications:

  • Bachelor’s degree and strong academic record
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