Executive Assistant to Senior Executive

Administrative Washington, District Of Columbia


APCO Worldwide, a global communications consulting firm with offices across the globe is looking for a high-performing Executive Assistant to join its Washington D.C. office to support one of our key global executives. This position will play an instrumental role in supporting our executive and their office, handling a wide range of responsibilities to maximize their time and effectiveness. The ideal candidate will be a career Executive Assistant with a wealth of experience supporting C-Suite level executives.

Life in a consulting environment can be hectic and there is rarely enough time in the day.  You will serve as a buffer for the busy executive in a fast-moving environment and help drive their day-to-day activities by easing their administrative burdens.  If you excel at bringing the calm and keeping it cool while delivering top-notch executive-level support, then we are looking for you.

The role

This role will be responsible for working with the executive’s core team to proactively manage calendars, organize folders and maintain contact books, compile briefing books, schedule all domestic and international travel, prepare for meetings, liaise with external contacts on speaker events and conference attendance and work closely with key internal stakeholders in Marketing, Legal and our senior executives globally. Prior experience managing a contact database would be desirable.

Responsibilities

Proactive calendar management/meeting set up:

  • Schedule calls and meetings (adjusting as conflicts arise), responding to staff requests for time with our executive, taking information from company announcements to holding time for key company announcements/town halls/performance reviews
  • Schedule staff reviews for direct reports and support on our performance management appraisal by collecting names of contributors for reviews and input into our system to initiate the review process
  • Reserve conference rooms for meetings, as needed, and organize refreshments with APCO event coordinator
  • Manage guests coming into the office (meeting and greeting them and registering their names with office management for entry)
  • Manage incoming calls into the office and flagging important ones or directing them to the right APCO person
  • Assist with organizing dinners being hosted by our executive for clients and staff
  • For Executive Meetings:
    • Coordinate with senior executives on getting materials organized
    • Finalize the agenda with executives and C-Suite
    • Send out Zoom calendar notices with meeting dates
    • Organize in-person meetings (liaising with APCO event coordinators for internally held meetings, and arranging external meetings including budget sign-off, invite lists etc.)

Travel:

  • Manage and arrange end-to-end travel:
    • Arrange and support on all domestic and international travel (including car hire to local meetings/office)
    • Working with our travel booking system/agents on airline and train tickets along with booking accommodation
    • Obtain visas if needed and note on the calendar expiration dates
    • Arrange car service if needed
    • Coordinate with those staffing our executive as necessary
    • Renew passports before they expire and make note of expiration dates on the calendar
    • Create travel folders

File Management:

  • Maintain folders and compile briefing books with materials pertaining to upcoming meetings and sharing these with relevant stakeholders as necessary executive
  • Maintain contacts in Outlook and our master announcement, holiday card, and event lists, regularly updating the relevant contacts in each as staff collects them when traveling with our executive

Conferences:

  • Register executive for selected conferences and help to identify and flag if other staff should join them
  • Arrange all travel, including accommodation as required
  • Submit any payment due for attendance via our financial management system (Maconomy)
  • Create and organize folders with relevant supporting materials (e.g., bio/headshot) and coordinate with our executive’s office when other pieces are needed (including managing deadlines etc.)

Financial Responsibilities/Financial System Management:

  • Set up vendors in the system for various organizations and consultants
  • Create purchase orders once the vendors have been set up
  • Submit invoices from the vendors based on the purchase orders created
  • We are a timecard business, so you would also be responsible for entering our executive’s time into the system, managing their expenses through it and for approving time, expense and leave requests for our executive’s direct reports
  • Also, serve as support in short spurts for new senior leads at the firm to help with travel, time, and expenses

Legal Assistance:

  • Maintain updated copies of executive’s passports and driver’s license
  • Work with Legal team to maintain records of executive’s publicly registered work
  • Work with Legal team to maintain and file financial and Legal reports throughout the year on executive’s behalf

Marketing Assistance:

  • Respond to speaker requests and coordinate as needed on bio, headshot and content
  • Coordinate with Marketing to keep bios up to date on the website/other external facing materials
  • Proofread and edit documents as requested
  • Forward sponsorship requests to Marketing

Additional responsibilities:

  • Forward emails from executive’s inbox to staff as needed for their information or action (although you will not have full inbox management from day one)
  • Compiles (with close assistance of the senior executive’s team) a daily to-do list via email
  • Process manager for preparing our executive for internal processes (like performance review) or prepping for external events (like conferences)
  • Partner with the HR team and senior team leaders to ensure information from our executive’s office is being shared with the right stakeholders

Desired experience:

  • Solid EA experience, ideally gained working at C-Suite level
  • Excellent organizational experience
  • Proactive and great intuition
  • Familiarity with both PCs and Apple technology (iPhone/iPad)
  • Ability to communicate across multiple platforms (WhatsApp, Zoom, MS Teams)
  • Basic process management experience

Founded in 1984, APCO Worldwide is an award-winning, independently owned global communication and business strategy firm with offices in major cities throughout North America, Europe, the Middle East and Asia. APCO combines a global perspective with local expertise to help clients around the world manage challenges, opportunities, perceptions and reputations. APCO clients include corporations and governments; industry associations and nonprofit organizations; and many top Fortune 500 companies. The firm is a majority women-owned business.

APCO Worldwide, named one of the Best Agencies to Work For in North America by PRovoke Media for four consecutive years and a 2020 Top Places to Work in PR by PRNews, offers a collegial work environment, countless training and development opportunities, and a competitive compensation and benefits package.