Executive Administrative Assistant

The
Executive Administrative Assistant
role provides comprehensive administrative support to ensure the efficient operation of FHI 360's Programs and Research Group. Responsibilities include supporting the department with booking international travel, scheduling meetings and facilitating virtual webinar logistics, preparing documents and reports, organizing and managing files within the group's SharePoint site, preparing expense reports, and other administrative tasks.

This position must be based in the United States Eastern Time Zone. Candidates in the Washington DC area will be given preference.

Accountabilities:

• Perform advanced-level administrative tasks with accuracy and attention to detail.
• Serve as the primary point of contact for internal and external inquiries.
• Review and verify data for completeness and accuracy in accordance with established guidelines.
• Coordinate organizational and leadership team meetings, including securing facilities, preparing agendas, arranging speakers, and recording meeting notes.
• Ensure timely and accurate distribution of communications.
• Respond to routine and non-routine questions and staff requests for administrative support.
• Develop and implement improved administrative procedures to enhance efficiency and timeliness of deliverables.
• Prepare and maintain documentation, reports, schedules, databases, spreadsheets, and logs to support departmental functions.
• Create and edit presentations, graphics, and desktop publishing materials.
• Schedule and organize complex activities such as meetings, travel (including international), conferences, and departmental events.
• Work independently or collaboratively on special and ongoing projects.
• Act as liaison with other departments, outside agencies, and senior/executive management.
• Handle confidential and non-routine information; explain departmental policies as needed.
• Design and produce correspondence, memos, charts, tables, graphs, and business plans.
• Proofread documents for accuracy in spelling, grammar, and layout.
• Coordinate special projects, including planning presentations, disseminating information, and managing logistics.
• Support department financial processes, including invoicing and