The Executive Assistant of the CEO/COO is responsible for the primary organization of the Executive Office of the FIA and assisting the CEO and the Chief Operating Officer in the performance of their duties. This position requires an individual who is a self-starter with honed executive functions and people skills.
Responsibilities
Responsibilities to the Chief Executive Officer
- Serve as CEO’s right hand in organizing the administration of his office and delivering on the priorities of the organization.
- Track the organizational priorities for the President to make sure staff is accomplishing the mission and priorities of the organization.
- Maintain President’s business/personal calendar, schedule appointments, handle all travel arrangements, complete expense reports, and handle written/email correspondence.
- Manage the President’s daily emails and responses to ensure that emails are properly tracked and answered, including answering emails on his behalf on low priority matters.
- Keep senior staff and the board informed of needed information and priorities from the President that allows the organization to function efficiently.
- Prioritize the President’s daily activities and manage his calendar and meetings to meet these priorities. Screen visitors and internal interruptions to ensure the President’s time is being effectively used.
- Anticipate ways to organize the President’s daily activities and recommend ways for organizing the President’s functions and responsibilities to improve his time management and communication abilities, including the use of Microsoft Office (Outlook, Word, Excel, PowerPoint) and other software organizational tools.
- Organizes background materials, logistics and agendas for meetings and travel.
- Assist the President with presentations, speeches, background materials and other relevant information in the performance of his duties.
- Write thank you notes, condolences, and other personal notes on behalf of the President.
- Other duties as assigned.
Responsibilities to Chief Operating Officer
- Assists with organization of FIA projects, including creating spreadsheets for timing of tasks and monitoring the timeline due dates.
- Follow up with staff on delivery of tasks and projects and update the spreadsheet. Alert COO of problematic areas.
- Manage member lists for COO’s working groups and update on a regular basis.
- Organizing meetings for COO and perform rudimentary research.
- Provide bios of others speaking on panels with COO and for meetings as determined by COO.
- Manage COO’s calendar and highlighting any conflicting meetings.
- File consultation responses with proper regulatory authorities.
- Review all out-going letters and suggest any edits for accuracy and then send letters to appropriate addressee(s).
- Coordinate and schedule travel and meetings.
- Manage all advocacy team’s yearly expenses globally and alert COO monthly of the team’s expenses.
- Organize all on-sight meetings for CCO including organizing meals, if appropriate.
- Respond to emails, as assigned by COO.
- Maintain confidentiality of all activities of COO and office assignments.
- Other duties as assigned.
Qualifications
- BS or BA with 2-10 years relevant experience. College degree preferred.
- Experience working in a business environment with senior level executives or members of Congress.
- Ability to maintain confidentiality.
- Strong interest in financial and regulatory policy. Strong interpersonal and organizational, communications and problem-solving skills required.
- Demonstrated ability to handle multiple tasks proficiently with close attention to detail and excellent follow-through required.
- Technological proficiency a must, including substantial experience in Microsoft Outlook, Word, PowerPoint, SharePoint and Excel.
- Experience with social media and other communications applications a plus.
- Ability to be self-starter and work with minimal supervision.
- Proven judgment with strong work ethic and punctuality.
- Proven ability to handle communications with senior government, business executives and vendors.
Interested candidates should send a resume to careers@fia.org.
