Executive Assistant, Office of the CEO at the Red Cross
VERIFIED JOB AD: This is a third-party job ad, not a placement being made by our firm
INDUSTRY NEWS: The American Red Cross needs an Executive Assistant in the CEO's office
INDUSTRY NEWS: The American Red Cross needs an Executive Assistant in the CEO's office
Job Description
COMPANY: The American Red Cross
ROLE: Executive Office Assistant
DEPT: Office of the President & CEO
TYPE: Full Time, hybrid
LOCATION: Washington DC
SALARY RANGE: $95k to $105K
ROLE: Executive Office Assistant
DEPT: Office of the President & CEO
TYPE: Full Time, hybrid
LOCATION: Washington DC
SALARY RANGE: $95k to $105K
Summary
The Executive Office Assistant is a part of a team with four others that work in concert to support the day-to-day operations and work projects of the President & CEO of the American Red Cross. The Executive Office Assistant reports to the Deputy Chief of Staff.
The position is based out of Red Cross headquarters in Washington, DC; however, the office currently operates in a hybrid work model. Operational flexibility is needed on a regular basis and to meet urgent needs, especially during large disasters or as needed.
The position is based out of Red Cross headquarters in Washington, DC; however, the office currently operates in a hybrid work model. Operational flexibility is needed on a regular basis and to meet urgent needs, especially during large disasters or as needed.
Core Responsibilities
- Complex Calendar Management: Oversee the President and CEO’s calendar, aligning scheduling with strategic priorities. This includes managing meetings, appointments, and travel plans across multiple time zones, ensuring all relevant details are confirmed and included in the calendar.
- Ensure seamless coordination with the Office of the President and other executive and administrative assistants to prevent conflicts and accommodate shifting priorities.
- Travel Coordination: Arrange comprehensive door-to-door and complex travel plans for the President and CEO, including domestic and international trips. This entails booking flights, ensuring appropriate seat choice, arranging ground transportation and booking hotels. Flight changes due to operational needs are also necessary from time to time. May include obtaining necessary visas to confirm details for efficient and smooth travel experiences.
- Liaising with Red Cross internal staff and external partners on scheduling and administrative issues.
- Providing office management support for the Office of the President and working on special initiatives.
- Acting at all times in a manner that reflects the humanitarian values of the Red Cross and the Office of the President.
Key Responsibilities
- Work collaboratively with the Executive Office and staff to build the President and CEO’s calendar and successfully execute meetings and activities.
- Serve as the primary support for all routine requests for the President & CEO’s time and work with the Chief of Staff and Deputy Chief of Staff to prioritize, schedule and implement requests.
- Manage the President & CEO's calendar for meetings, appointments, travel, and visits to field or operating units; this includes anticipating conflicts and challenges that may arise and working proactively to address them before they become problems.
- Use appropriate professional judgment and communication skills to keep President & CEO, Chief of Staff, and Deputy Chief of Staff abreast of any changes, issues, or concerns that may impact daily activities and/or schedules.
- Make door-to-door travel arrangements for all meetings outside of the office and domestic or international travel, including visas when necessary, and prepare complex travel itineraries.
- Coordinate relevant logistics for all meetings hosted by the President & CEO including room arrangements, refreshments, and event planning. May attend pertinent meetings with the President & CEO to perform administrative support functions as needed.
- Provide administrative support for the Office of the President including processing the President & CEO's expense reports and other invoices for review and payment and making purchases for the office-including supplies and meals as necessary.
- Screen calls and voicemails for the President and CEO and ensure the appropriate follow-up occurs either within the President’s Office, or by another business unit or executive.
- Assist the Senior Communications Officer in the President’s Office with incoming and outgoing correspondence.
- Prepare for and escort visitors as needed and promote a welcoming and productive working environment for all internal and external constituents.
- Maintain an updated and appropriate contacts database for the President & CEO.
- Coordinate meetings, phone calls, and events with internal and external groups, including organizing virtual connection platforms. Ensure proper room layout, coordinate IT needs, and provide day-of support.
- Coordinate and maintain the continuity of operations plans for the office.
- Provide other administrative support as needed.
Scope: Individual contributor that works under supervision of Deputy Chief of Staff, Chief of Staff, and President and CEO. Apply subject matter knowledge. Capacity to understand specific needs or requirements to apply skills/knowledge.
Qualified candidates must be authorized to work in the United States. The American Red Cross does not sponsor employment visas.
Qualified candidates must be authorized to work in the United States. The American Red Cross does not sponsor employment visas.
Qualifications
- A minimum of five years of successful administrative experience at the executive level.
- Exhibit exceptional accuracy and attention to detail in all aspects of the role.
- Demonstrate the ability to work swiftly without compromising quality, while prioritizing and handling multiple assignments in a fast-paced office environment.
- Apply sound judgment and critical thinking to address challenges, particularly when managing last-minute changes or urgent requests.
- Excellent written and oral communication skills and a willingness to work outside standard established business hours are necessary.
- Ability to work effectively with all levels of staff including internal and external stakeholders.
- Demonstrated excellent customer service mentality and must display tact and diplomacy in difficult or sensitive situations.
- Must be able to work in a discreet manner while maintaining confidentiality.
- Proficient knowledge and use of Microsoft Office applications (including Outlook, Word, Excel and PowerPoint).
Education
- Bachelor’s degree.
- A combination of candidate’s education and general experience satisfies requirements so long as the total years equate to description’s minimum education and general experience years combined (Management experience cannot be substituted).
Pay Information
The starting annual salary range for this position is $95K - $105K. We do not offer an annual bonus for this role.
Note that American Red Cross salaries are aligned to the specific geographic location in which the work is primarily performed. Other factors that may be used to determine your actual salary may include your specific skills, how many years of experience you have and comparison to other employees already in this role.
** We will review specific salary information at the time of phone screening based upon your location & experience**
Note that American Red Cross salaries are aligned to the specific geographic location in which the work is primarily performed. Other factors that may be used to determine your actual salary may include your specific skills, how many years of experience you have and comparison to other employees already in this role.
** We will review specific salary information at the time of phone screening based upon your location & experience**
Benefits
We take care of you, while you take care of others. As a mission-based organization, we believe our team needs great support to do great work. Our comprehensive benefits help you in balancing home and work, retirement, getting healthy and more. With our resources and perks, you have amazing possibilities at the American Red Cross to advance and learn.
- Medical, Dental, & Vision Plans
- Health Spending Accounts & Flexible Spending Accounts
- PTO + Holidays
- 401K with up to 6% Match
- Paid Family Leave
- Employee Assistance Programs
- Disability and Insurance: Short + Long Term
- Service Awards and Recognition
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Job Location
NOTE: We are not affiliated or associated with the American Red Cross.
