Special Assistant to the EVP

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  • Special Assistant to the EVP

    Company:
    The Aspen Institute

    Location:
    1 Dupont Circle Northwest
    Washington
    DC
    20036
    US

    Category:
    Admin - Clerical, Strategy - Planning, Business Opportunity

    Degrees Required:
    4 Year Degree

    Employment Type:
    Full-Time

    Manages Others:
    No

    Requirements:

    Qualifications of the Special Assistant

    • Bachelor’s degree required.  
    • A minimum of 5 years of experience supporting senior executives in a high profile setting. 
    • Strong task management skills. Able to manage multiple priorities across internal and external stakeholders. Demonstrated success coordinating projects, from start to finish, in a timely manner. Accurate attention to detail.
    • Technologically savvy, particularly with Microsoft Word, Excel, and Outlook.
    • Focus on getting the job done, which may (rarely) require working on weekends to keep specific, time-sensitive projects on track.

    Attributes of a Special Assistant

    • Mission oriented. You are committed to The Aspen Institute’s mission. You hold a strong belief in the potential of the new Youth & Engagement Division. More than to any one individual or program, you are loyal and committed to the goals of the organization and the division and the work we seek to accomplish through this initiative.
    • Service-driven. You take delight in being part of a highly organized division and deeply enjoy exceeding others’ expectations and supporting their effectiveness. You develop and maintain relationships across all levels of the organization and with a broad spectrum of stakeholders. You treat a 14 year old program participant with just as much respect and kindness as you would a 22 year old job applicant to our team as you would a 70 year old retired mayor meeting with the EVP or CEO.
    • Confident, self-assured, direct, and humble. You enjoy spirited conversations with leadership and peers alike. You are diplomatic, a good listener, and understand the productive value of candid team discussions. You offer unflinching support for colleagues and work well at all levels of the organization.
    • Strong task management and execution skills. You are strategic, thoughtful, and resourceful, known for taking the initiative, and consistent with your follow-through. You share information, coordinate effectively, and execute responsibilities while working seamlessly across teams. In projects, you seek out relevant information, decide the appropriate steps, and facilitate to get the desired results.
    • Influence versus authority. Though you report to the EVP, you will not use that as leverage for getting things done – rather you will engage with folks so that you can work to get to the best answer and influence people to understand that the best answer wins. “Because my boss said so" is not part of your lexicon or your thinking.
    • Flexible. You ask questions, listen, and learn. You are not afraid to try a new approach. You adapt to change and shift gears as appropriate. You confidently handle risk and uncertainty. You are comfortable working in a fluid environment and capable of making adjustments in both day-to-day and larger-scale activities based on new information and situations.
    • Judgment. You are able to make decisions with the data available; yet, at the same time, you are able to understand when it is necessary to have help or insights in advance of making a decision. You know when to ask for help and can determine when to ask for direction.
    • Strong communicator. You possess exceptional written and oral communication skills and communicate effectively at all levels, one-on-one and in groups. You write clearly and succinctly and easily adjust to different communication settings and styles.
    • High standards. You appreciate order and know how to achieve it efficiently. Your work product is impeccable. You see the big picture and understand how the details relate to the overall mission of the organization. You have command of both the process and the details. You get it done right the first time.
    • Able to hold anything in confidence. While you are friendly to all, you divulge nothing confidential to anyone and never give the impression to anyone that you are holding any confidential information. You use the utmost discretion, inside the office and out, about the knowledge and information that you hold. You understand that the EVP must be able to trust you implicitly, which means never participating in office or outside gossip about our business or its people.

    What’s Attractive to the Right Special Assistant Candidate?

    • The Aspen Institute has a strong, positive reputation for policy and leadership and this is an area where we are looking to broaden our scope and impact – this new division will create programming that is effective, scalable, and broadens the reach of the Aspen Institute beyond the constituencies it currently serves.
    • You have the support and resources of the Institute to build these programs. You will work in close partnership with the division director and the EVP, proven executives in the field of youth development, and have the backing of the CEO – each of whom is committed to building this portfolio, as well as contributing their time and energy to developing its fundraising platform.
    • You will have the opportunity to help build a national network which will have a lasting, positive, and likely career-altering impact on the youth who participate.
    • You will like and respect the people who you work with – we have a dedicated team and a high degree of communication, trust, and mutual respect.

    To Apply for the Special Assistant at the Aspen Institute

    To apply, simply email your resume to Bob Corlett at [Click Here to Email Your Resumé] with “Aspen Institute – Special Assistant / 2017-2203 CB" as the subject of the email.

    Staffing Advisors is committed to helping our clients create a diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other basis protected by law. Some positions may require pre-employment screening potentially including a criminal background check, verification of academic credentials, licenses, certifications, and/or verification of work history.

    Note: The internal title for this position is still under review.

    Keywords:
    President’s Assistant, EA, Special Assistant to the CEO, Special Assistant to the EVP, Office Manager, Operations Coordinator, Operations Manager, 
    Executive Assistant, administrative, senior executive assistant, sr. executive assistant, administrative assistant (executive), bookkeeping, reporting, expenses/credit cards, executive administrative assistant, office manager, project coordinator, project manager, administrative assistant, administrative services coordinator, senior administrative assistant, sr. administrative assistant, assistant secretary, assistant corporate secretary, secretary, proofreading, editing,  proofing, proof reader, writing, briefing, presentations, correspondence, support, documents, coordinate, meeting scheduler, scheduler, calendar, draft, typing, travel arrangements, writing, editing, computers, administrative, executive, assistant, projects, coordinate calls, call agenda, note taking, coordinate meetings, mail merge, spreadsheet, adobe acrobat, ms office, Microsoft office, word, excel, powerpoint, outlook, web-based operations, web-based applications, windows based applications, windows-based applications, ms office suite, MS office suite, membership, travel arrangements, business travel, travel expense forms, meeting planning, budget, expenses, board, travel, calendar, executive assistant, fundraising, academic setting, CEO level support, international, C-level support, discretion, confidential, correspondence, committee agendas, board, board travel, board meetings, board relations.


    Requirements:

    Special Assistant to the EVP - The Aspen Institute

    The Aspen Institute is an educational and policy studies organization based in Washington, D.C. Our mission is to foster leadership based on enduring values and to provide a nonpartisan venue for dealing with critical issues. Aspen Institute events and programs have attracted presidents, statesmen, diplomats, judges, ambassadors, and Nobel laureates over the years, enriching and enlivening the Institute as a global forum for leaders.

    The Youth & Engagement division is the third and newest division of the Aspen Institute, committed to creating a youth-centric leadership program, increasing civil discourse and civic engagement, and amplifying youth voice and agency across the United States and eventually internationally. As the Executive Assistant to the EVP of the Youth & Engagement Division, you will work closely with the division staff and colleagues across the organization, and you will often represent the EVP in a number of ways. Your work will be varied, complex, and wide-ranging, including:

    • Priority Management: You will work in close partnership with the EVP to ensure that his time and energy is being spent on the division’s key priorities. Your success will flow from your ability to understand, prioritize and manage the endless demands on his time, while supporting the people who want to learn more about our work and who want to be partners. You’ll carefully balance the needs of external stakeholders with administrative senior management responsibilities and internal management meetings, working with the EVP to understand everything that’s happening in his work, so that you can proactively manage his calendar. You will be responsible for all logistics (flights, hotels, reservations, appointments, and logistical support) to support the EVP. The EVP tends to overschedule his time, so your role is to support him in achieving his key priorities while maintaining a reasonable work/life balance. At times, you will work with the Division Director to ensure the success of the entire Youth & Engagement Division by supporting staff events such as annual retreats and weekly staff meetings.
    • Internal and External Affairs: Because the EVP is frequently in external meetings or  traveling, you will need to know everything that’s going on at the Institute – the sessions, lunch conversations, major book releases, and convenings – figure out what’s important for our division to know, who might need to attend, and capture key summary points (while attending yourself or gleaning them through colleagues) so that the EVP and all your colleagues in the division can keep up on all that’s happening. You will also work with other colleagues to ensure that the EVP is in the appropriate meetings representing the division.  You will become known internally as the “go-to" person in the division if there are questions that need to be answered or logistics that need to be figured out. You will also provide logistical leadership on division-wide meetings such as the weekly stand-up meetings as well as the periodic retreats that bring our cross-country team together.
    • Brand Ambassador: You will represent the EVP and Aspen externally, serving as the point person for almost everyone who wants to engage with our people, learn about specific youth programs, or arrange meetings. You’ll demonstrate graciousness and gratitude (our core values) in triaging those requests, helping make the best connection possible for all interested parties. As you become more knowledgeable about all of the projects, programs and events at the Institute, you’ll develop a valuable perspective on how external people think about our work, what value they attach to our brand, and what their greatest interests are. This, in turn, will help you communicate effectively about our work.
    • Communications: You will be the final check on external communications, drafting and reading all communications from the EVP to ensure the proper direction and tone. You will capture salient points from meetings, disseminating action items and next steps to the group, so that everyone involved knows what things need to be done next – and who is responsible for doing them.
    • Fundraising Relationship Development: At its core, brand management and fundraising is dependent upon relationship management. You will be a part of all of the strategy meetings regarding donors and candidates, aware of all that’s happening in the fundraising and communications arena. You’ll be involved in key conversations with the EVP and the Director of Strategic Partnerships so that you know the strategy and can provide input into the brand development. As the person who receives the most “incoming" from the outside world, your perspective and input will be vital in message development. You will have a key role in donor stewardship (writing thank you letters and helping to put together materials for yearly donor reports.). On the many occasions that we benefit from the help or thought partnership of one of our colleagues or an external body, you’ll help us remember to send thank you notes and words of gratitude to steward those relationships.
    • Problem Solving: In this role you’ll learn about, and solve, problems before the EVP even hears about them. You’re the “fixer" that troubleshoots everything from logistical snafus to upset stakeholders to cancelled flights.

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