The Role
Provides high-level administrative support to senior leaders: manage communications and complex calendars, coordinate travel, take detailed meeting minutes, maintain filing, draft routine responses, assemble and summarize information, assist with budget/office services, and coordinate projects to meet objectives.
Summary Generated by Built In
Primary Responsibilities:
- Acts as point of contact among OCB executives, employees, and other external government and non-government personnel.
- Manages the schedules and communication for designated senior leaders, including but not limited to receiving and screening all telephone calls, emails and mail correspondence, and other type of online/digital communication received from high-ranking government officials, congressional leaders, internal leadership and visitors from various organizational communities, media representatives, and others.
- Sets calendar priorities based on knowledge of commitments, including setting up, shifting, and refusing appointments independently. On invitations to important meetings or conferences, consults with designated executives and office staff to de-conflict any appointments. Develops and maintains long-range calendars.
- Collaborates closely with designated executives to understand and meet travel arrangement preference and priorities. Coordinates with USAGM Travel office to book flights, accommodations, schedule necessary meetings, and manage complex itineraries.
- Takes detailed minutes during meetings, ensuring clarity, comprehensiveness, and accuracy. Meeting notes should be distributed and/or retained as directed by assigned executive.
- Organizes and maintains the office filing system.
- Drafts responses to less complex inquiries, requests for information and requests for action; refer more complex requests to more senior staff members.
- Assembles and summarize information that requires limited research and analysis; assists in coordinating assigned office services, including budget and finance activities.
- Assists executive leaders with identifying project requirements, coordinating activities and resources across office operations, monitoring progress, and achieving objectives.
- Attains and applies basic domain-specific knowledge to support assigned executives in navigating their primary areas of responsibility.
- Performs other related duties, as assigned.
Skills Required
- Act as primary point of contact for executives and external government and non-government personnel
- Manage executive schedules, screen calls, emails, mail, and set calendar priorities independently
- Coordinate complex travel arrangements and itineraries with travel office
- Take detailed and accurate meeting minutes and distribute or retain as directed
- Organize and maintain office filing systems
- Draft responses to routine inquiries and refer complex requests appropriately
- Assemble and summarize information requiring limited research and analysis
- Assist with coordinating office services including budget and finance activities
- Apply basic domain-specific knowledge to support executives in their areas of responsibility
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The Company
What We Do
Broadcast and digital news and media for emerging markets publishing in 61 languages with a 215 million weekly audience in 200 countries.
