Senior Executive Assistant to EVP

Primary Responsibilities

• Proactively manages calendar for assigned staff.
• Maintains schedules and appointments of regular and ad hoc meetings.
• Handles all logistics for meetings, to include rooms, food, security, Zoom, IT, etc.
• Creates weekly prep book with daily calendars, read aheads, and other prep materials for EVP, SAC/STPI.
• Schedules and coordinates the administrative aspects of EVP, SAC/STPI’s meetings at IDA involving government officials and other external participants, as well as special events and workshops that take place outside IDA.
• Affirms security requirements are met and coordinates necessary administrative requirements with relevant staff throughout IDA’s divisions and directorates.
• Maintains email list for monthly IDA Research Update.
• Maintains general awareness of activities within the EVP, SAC/STPI office to help anticipate scheduling issues, answers questions, etc.
• Prepares written materials, such as letters, memoranda, tables, charts and briefing materials, as needed.
• Plans, organizes and implements short-term projects.
• Prioritizes work and independently seeks out relevant information.
• Covers phone for assigned staff and back-up phone coverage for others in IDA Headquarters.
• Analyzes data and produces decision-quality charts.
• Develops executive-level briefings of IDA’s capabilities to both public and senior-level sponsors.
• Engages and negotiates with high-level senior executive offices in IDA's sponsor base to secure access for meetings and VIP visits (e.g., 4-star and Deputy Secretary-level protocol offices).

Minimum Job Qualifications

• Education: High school diploma or equivalent, Bachelor’s degree preferred.
• Experience: Eight (8) years of experience supporting senior management.
• Team oriented; contributes to a positive work environment; gets along well with colleagues.
• Strong internal collaboration and ‘political’ acumen needed to negotiate sensitive issues and situations.
• Familiarity with Tableau and RShiny desired.
• Ability to perform basic data manipulation and analysis, including production of decision-quality charts and visualizations in support of executive-level decision-making.
• Graphic design skills, including effective use of layout, visual hierarchy and data displays to aid in executive-level briefings.
• Experience engaging and negotiating with high-level senior executive offices, including 4-star and Deputy Secretary-level protocol offices within IDA's sponsor base.
• Excellent command of English grammar with strong written and oral communication skills.
• Able to compose, write, edit, and proofread a variety of written materials.
• Strong interpersonal skills, demonstrated ability to maintain confidentiality; able to effectively and diplomatically communicate orally and in writing with all levels of staff.
• A self-starter, with the ability to think ahead and take initiative.
• Strong time-management skills and ability to coordinate and prioritize projects and assignments with little supervision.
• Must be self-directed in completing assignments.
• Attention to detail is critical.
• Strong proficiency with word processing, presentation, and spreadsheets.
• Expertise using Microsoft Office Suite.
• Able to learn new software applications rapidly (e.g., travel support).
• Able to obtain and maintain necessary security clearances.