Executive Assistant (Hybrid) - (3731)

Job Description:

The Institute of International Education (IIE) is hiring an Executive Assistant for our Office of the Chief Executive team. We invite you to join a team united by a single goal: to transform our interconnected world into a network of more peaceful and equitable societies. IIE’s team members share a belief that when education transcends borders, it opens minds, enabling people to go beyond building connections to solving problems together.

Learn more about IIE, our culture and commitment to DEIA here.

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Job Summary:

The Executive Assistant provides timely and accurate administrative and operational support to IIE’s Chief Administrative Officer (CAO) and Chief Financial Officer (CFO). The position serves as the primary point of contact for internal and external constituencies on matters pertaining to the office of the Chief Executive. The position maintains the CAO’s and CFO’s calendar, arranges travel, schedules and plans meetings, assists with the preparation of presentations, prepares reports, handles a wide variety of administrative activities that are confidential in nature and responds to internal and external correspondence.

Essential Functions:

• Manages the day-to-day operations of the CAO and CFO including responding to phone and email inquiries and escalates non-standard issues as needed. Acts as point of contact for internal stakeholders and external clients. Manages all aspects of the CAO’s and CFO’s calendar by scheduling internal and external appointments and handling confidential correspondence. Anticipates potential scheduling conflicts and works with other team members as needed to assess priorities and determine solutions.
• Assists the CAO and CFO in creating and proof-reading reports, correspondence and presentations. Duties may include drafting documents; managing documents for signature or approval; and summarizing department activities for internal and external communications.
• Arranges domestic and international travel itineraries. Secures visas, books hotels, coordinates local transportation, and handles other travel-related logistics. Ensures flights and hotels follow IIE policies. Handles expense reports upon completion of travel.
• Coordinates departmental meetings and events. Duties may include arranging catering, meeting space, and/or tech support, preparing meeting agendas and background information, and taking minutes.
• Oversees events related to the office of the CAO and CFO. Responsibilities include drafting initial guest list, creating invitations, dissemination of invites, securing event space, initial negotiation of contracts, and managing logistics such as food, beverage, decorations, additional outside vendors, and day of logistics.
• Administers payment requests and invoices. Duties may include scheduling payments, assisting with the creation of budgets, initiating payments to vendors and processing payments made to the office/department.

Job Requirements:

Education and Work Experience:

• Requires a Bachelor's degree and at least five years of related work experience, or combination of education and experience.

Required Knowledge, Skills and Abilities:

• Minimum of 3 years of experience as an assistant to a C-Suite level executive or equivalent preferred.
• Excellent organizational skills with impeccable attention to detail.
• Excellent communication skills and ability to create presentation decks.
• Ability to create and edit correspondence.
• Ability to multi-task, stay organized and manage time when facing multiple priorities with competing time and resource needs.
• Ability to exercise confidence and professionalism with respect to confidential and proprietary matters.
• Excellent customer service skills and demonstrated ability to listen well and speak effectively.
• Strong experience of working with Microsoft Office Suites.

Salary and Benefits:

Salary Range: $73,807 - $85,801. A candidate’s salary is determined by various factors including, but not limited to, relevant work experience, job-related knowledge, skills, abilities, internal organizational equity, and geographic region.

IIE offers a robust suite of benefits to team members including medical, dental, and vision plans, paid time off and holidays, student loan and tuition reimbursement programs, professional development reimbursement program, retirement plans and a family medical leave benefits. Please visit our careers page for further details.

The Institute of International Education (“IIE”) has a hybrid work environment that allows team members a combination of in-office work and telework at any of the locations listed above.

Work Conditions & Physical Demands:

Essential functions are performed in a general office setting with low noise. Job demands may require long periods of sitting; telephone work and/or computer work, as well as interactions with other team members and external stakeholders. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

IIE is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.