Executive Assistant

The executive assistant is expected, on a routine basis, to be able to: perform a variety of confidential and complex administrative assignments on behalf of the executive director including: scheduling appointments as needed, including recurring meetings such as staff meetings, briefings for external parties in advance of Commission meetings, and recurring annual events; preparing and briefing the executive director on confidential matters to be considered before scheduled meetings, keeping executive director advised on time, place and topics to be discussed; making all necessary travel arrangements for the executive director, including scheduling visits, making hotel and travel reservations, maintaining contact with executive director while en route, writing necessary correspondence upon return; preparing and submitting travel reimbursement vouchers in accordance with Federal Travel Regulations (FTR) and internal travel policies; reviewing incoming correspondence for the executive director, including requests for meetings, screening out items that can be handled personally or forwarded to other appropriate staff for action; providing support with other tasks as assigned, particularly those that are of a confidential, sensitive, or high-priority nature; provide support for the Commission meetings, including: securing and independently managing operational contracts supporting on-site meeting support, to include researching, negotiating, and managing contracts and invoices, for meeting venues, hotels, MACPAC's travel agent, transcription services, and other necessary contractual support; managing travel purchase requests, reimbursement vouchers, and lodging reservations for travelers, ensuring that hotel has accurate guest list and dates of reservations; assessing other meeting needs such as security, parking, and supplies; assembling materials to distribute to Commissioners in advance of the meeting; working with other staff to ensure that appropriate materials are posted to the website, available for projection and meeting attendees; working with other operations staff and vendors to ensure that all meeting needs are addressed; and providing onsite logistical support; provide support to Commissioners by: scheduling meetings with Chair, Vice Chair, conflict of interest committee; etc.; addressing needs regarding accessibility of meeting materials, including reformatting as needed; communicating promptly and proactively before and after travel to coordinate travel arrangements; preparing and submitting travel purchase requests and reimbursement vouchers and relevant documentation in accordance with the FTR and internal travel policies; reviewing and approving travel reservations reserved through MACPAC's travel agency, including monitoring ticketing and adherence to the FTR; maintaining internal records related to contact information, addresses, assistants and their contact information; and preparing materials for orientation, including annual coordination of the Commissioner Handbook; maintain organizational files for archival purposes, including meeting materials, publications, and official correspondence, coordinating with leadership regarding compliance with National Archives and Records Administration requirements; assist communications team with maintenance of the email distribution list and daily clips that reference MACPAC and its work; and perform other duties as assigned, demonstrating commitment to team and personal success.

In order to perform the major duties listed above, the executive assistant must have: excellent organizational skills; demonstrated attention to detail and accuracy; ability to take initiative, work independently, assess priorities, meet deadlines, and manage multiple activities efficiently; ability to quickly adjust plans, schedules, and agendas to meet rapidly changing needs and priorities; knowledge of software applications, particularly Microsoft Word, PowerPoint, Excel, Adobe Suite, and Constant Contact; excellent oral and written communication skills; an orientation toward problem solving, teamwork, and accountability; and willingness to engage in learning and development.