Executive Operations Administrative Assistant

June 3, 2020

EXEMPTION STATUS: Exempt

REPORTS TO: Chief of Staff and Vice President, Finance and Operations

DEPARTMENT: Executive Office & Operations Department

OVERALL POSITION DESCRIPTION:  The Executive Operations Administrative Assistant will report to the Vice President of Finance & Operations and Chief of Staff. The Executive Operations Administrative Assistant is responsible for assisting with the day-to-day needs of the CEO and office by maintaining the needs and requests of the executive office and WFP USA’s receptionist function housed in the Operations Department. This position will manage a fast-paced environment with strong attention to detail. It requires the ability to work and to exercise discretion independently. Some specific duties include overseeing the calendar & contacts of the President & CEO, arranging travel, assisting with board preparations, requiring tech-savvy skills, as well as managing WFP USA’s offices, maintaining its phone systems, and scheduling meetings & events in-person and remotely.

GENERAL RESPONSIBILITIES

Manage and organize the evolving needs and responsibilities in the Executive Office of the CEO and Chief of Staff and WFP USA’s main receptionist functions housed within the Operations Department daily.

EXECUTIVE OFFICE FUNCTIONS

  • Support the CEO and Chief of Staff by organizing contacts, and answering and forwarding calls
  • Manage the day-to-day calendar for the CEO
  • Coordinate and organize internal and external logistics for meetings, events, and reservation request for the CEO, communicating with external executive assistance, as needed
  • Arrange travel, as required, and submit expense reports for CEO and Chief of Staff
  • Provide administrative support in verbal, written, and electronic correspondence to the Board of Directors, instructed by the Chief of Staff
  • Organize board materials from the senior leadership team
  • Edit and proofread documents for distribution, as requested
  • Establish an excellent working relationship with the Members of the Board of Directors
  • Manage and troubleshoot conference calls via, Zoom, Microsoft Teams, Skype for Business, and other video conferencing platforms
  • Operations Department Function
  • Manage Office Operations vendors and relationships
  • Develop, maintain, and update office operations policies, procedures, and informational documents
  • Order office supplies and submit and manage internal maintenance issues and requests
  • Facilitates maintenance of office equipment to ensure working order and coordinates repairs or maintenance issues
  • Manage catering request and conference room calendar logistics for meetings and events as required for all departments
  • Prepare, retrieve and distribute mail and shipments internally daily and promptly
  • Scan and enter vendor invoice data in Concur and send to the appropriate contracting officer for review and approval daily
  • Serve as a welcoming “first face” of WFP USA to all callers, visitors, donors, supporters to convey a positive first impression, both internal and external
  • Answer and direct incoming phone calls from WFP USA’s mainline, forward voicemails and messages to appropriate personnel
  • Notarize internal and external documents, as requested

QUALIFICATIONS

  • Three years of administrative & clerical experience; High school diploma or equivalent required
  • Ability to work independently, multi-task, be pro-active and take initiative
  • Active notary public license
  • Impeccable customer service and demeanor; Positive attitude and a team player
  • Excellent phone, email, instant messaging communication, meeting and event planning, and time management skills
  • Strong oral and written communication skills with demonstrated ability to research, present findings, and  creatively solve problems
  • Strong attention to detail and excellent organizational and technical skills
  • Experience communicating and executing the administrative task for a Board of Directors preferred
  • Proficiency in Windows Platform software, phone and video conferencing platforms, Office 365, and Salesforce experience required; PowerPoint and Excel, is required (e.g., Skype for Business, Microsoft Teams, and Zoom)
  • Familiarity with other current technologies, like desktop sharing and cloud services
  • Knowledge of online calendars and scheduling (e.g., Google Calendar and Outlook)
  • Experience performing all task virtually and in-person
  • Must maintain a high level of confidentiality
  • Must be passionate about solving global hunger and be inspired by the prospect of growing the audience awareness of World Food Program USA.
  • Performs other duties as assigned

HOW TO APPLY

Please send a resume and cover letter to hr@wfpusa.org. No phone calls or agencies, please.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by the employee(s) assigned to this title. This description should not be construed as an exhaustive list of all responsibilities, duties, and skills required of incumbents holding the position.  All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed or directed.  Further neither this description, nor completion of tasks associated with this title should be construed as a contract of employment.  All employees of WFPUSA, unless otherwise designated by the President, are at-will employees.