Executive Assistant

Date: Jul 19, 2021

Location: Washington, DC, US, 20036

Company: American Chemical Society

Division and Unit Overview

The American Chemical Society is a global leader in serving chemists, chemical engineers, and other allied professionals as their premier professional society; providing state-of-the-art chemical information; and advancing knowledge creation, scientific literacy, and the beneficial use of chemistry for humanity. The American Chemical Society pursues their mission by using the latest information technologies to enrich member interactions and communications with the public; optimizing the use of the Internet in all that it does; providing innovative, high-value programs and services to enhance individual professional development; and partnering with others for fast and efficient development of programs and services. The Washington Information Technology (IT) Division provides to its members and the worldwide scientific community a comprehensive collection of high-quality information products and services for the practice and advancement of the chemical sciences.

Position Summary

The Executive Administrative Assistant (EAA) of the Washington IT Division reports directly to the ACS Chief Information Officer (CIO) with additional reporting responsibilities to the Senior Director, Society and Administrative Technology and Director, Technology, Strategy, Architecture & Planning to gain an understanding of key business initiatives to anticipate future needs of the CIO. The EAA’s primary goal is to support, anticipate and proactively manage the CIO’s day-to-day schedule and to foster an environment that allows the CIO to focus on strategy. The EAA organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The EAA must develop and maintain strong relationships across the organization to respond to changing priorities and exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.   The EAA will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The incumbent serves as a key contact for reporting staff and interacts with all levels of ACS staff, ACS members and the general public. Duties require in-depth knowledge of the organization’s policies and operations.

Position Accountabilities

1.            Completes a broad variety of administrative tasks for the CIO including managing an extremely active calendar of appointments, completing expense reports.

composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

2.            Plans, coordinates and ensures the CIO’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CIO’s time and office.

Develops, implements and administers departmental office systems and procedures. Establishes office procedures, policies and operations. Interprets and communicates policies and processes. 4. Manage information flow in a timely and accurate manner, handles the preparation of letters and documents and office communication, and assists with preparation of presentation materials

3.            Monitors budget including tracking expenditures and providing reports. Works closely with ACS finance staff to prepare spreadsheets for budgets or contracts, including tracking and maintaining expenditures and reconciling accounts. Processes invoices, vouchers and travel vouchers. Creates requisitions and manages purchases for the division. Prepares financial reports, or oversees and directs the work of an associate preparing the reports. May serve as approver for financial transactions representing the department.

4.            Participates in divisional meetings as needed. Attends conferences and meetings to provide administrative support. Drafts meeting notes, initiatives and monitors action items and deadlines.

5.            Tracking of internal and external requests and daily activities such as filing, scanning, document/mail management. Manages the set-up and maintenance of communications platforms used by the unit (i.e. faxing, Zoom, Webinar, SharePoint, etc).  Handles incoming phone calls.

6.            Manages supply inventory for the unit (i.e. office supplies, kitchen supplies, office furniture, etc.) Works with relevant colleagues to maintain equipment (i.e., copy machine, fax machine, kitchen equipment) that is used by the unit.

7.            Performs special projects, as required, for the manager and the unit.

 

a.            Application Administrative Support

                    Providing initial triage support for submitted support tickets.

                    Run reports to help management monitor and assess issues

                    Support some application administrative functions

b.            Additional projects as assigned

 

Required Experience

•             College degree or equivalent experience

•             5+ years of administrative/office management experience supporting C-Level Executives.

•             Experience and interest in internal and external communications

•             Ability to work across teams and with a variety of projects and constituencies.

•                          Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms.

 EEO/Minority/Female/Disabled/Veteran


Nearest Major Market: Washington DC

Job Segment: Developer, Sharepoint, Technology