Executive Assistant

  • 444 North Capitol St NW, Washington, DC 20001, USA
  • Full-time

Company Description

NASTAD (National Alliance of State & Territorial AIDS Directors) is a leading non-partisan non-profit association that represents public health officials who administer HIV and hepatitis programs in the U.S. and around the world. Our singular mission is to end the intersecting epidemics of HIV, viral hepatitis, and related conditions. We do this work by strengthening domestic and global governmental public health through advocacy, capacity building, and social justice.

Each of NASTAD’s seven programmatic teams—Health Care AccessHealth Systems IntegrationPolicy & Legislative AffairsHepatitisHealth Equity, Prevention, and Global—interpret and influence policies, conduct trainings, offer technical assistance, and provide advocacy mobilization for U.S. health departments and ministries of health around the world to improve health outcomes for people living with HIV and hepatitis.

 

Job Description

The Executive Assistant will perform diverse administrative tasks to support the Executive Director, and NASTAD leadership teams, as requested, including but not limited to managing schedules and project deadlines, heavy email management, travel arrangements, partner interface, preparing meeting materials, taking and transcribing meeting notes and agendas, drafting correspondence and documents, creating and maintaining filing systems, managing expense reports, and serving as the liaison between executive and director level employees. Crucial to this role is an ability to interact with all levels of staff in a fast-paced environment, at times under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism, interpersonal skills and confidentiality.  Excellent grammar, writing and verbal communication skills, strong decision-making ability and attention to detail are equally important.  

Essential Duties

  • Manages the complex schedules of the Executive Director including deadlines as well as meetings (internal and external), conference participation, travel, and other calendar events
  • Participates in overall planning and scheduling for meetings/events, including agenda for all-staff, leadership team and Executive Committee meetings; ensures timely input from leadership and other individuals as necessary
  • Requests and coordinates meetings on behalf of Executive Director and leadership team staff, as assigned, including those with federal agencies, organizations, partners and internal staff
  • Coordinates regularly scheduled conference calls with the Executive Committee and prepares meeting materials
  • Provide administrative support on bi-monthly Board calls including note taking, roll call, agenda management, and scheduling
  • Coordinates all details and logistics for domestic and international travel for Executive Director and prepares itineraries; obtains necessary paperwork and makes other travel arrangements as required
  • Prepares and edits correspondence and documents for the Executive Director and leadership teams, as assigned, and independently responds to routine inquiries
  •  Other duties and special projects as assigned.

Qualifications

Experience/Education

  • Bachelor’s Degree, or equivalent, and 4 to 5 years of relevant administrative experience
  • Experience supporting an executive leader or an executive team
  • Experience working with cross-functional teams
  •  Prior experience working in the area of HIV and/or hepatitis a plus

Skills, knowledge, and abilities

  • Technical Expertise: The ability to demonstrate depth of knowledge and skill in a technical area
  • Analytic Thinking: The ability to tackle a problem using a logical, systematic, sequential approach
  • Stakeholder Orientation: The ability to demonstrate concern for satisfying external and/or internal stakeholders

Additional Information

Environment and Scheduling

  • Interest in working in an HIV/AIDS public health organization
  •  Interest in working within a diverse work environment

We encourage people of diverse ages, sexual orientations, gender identities and expressions, disabilities, religions, races, ethnicities, socioeconomic statuses, work, and life experiences to apply. We recognize that to accelerate the end of the HIV and hepatitis epidemics; our workforce must be representative of groups that have been disproportionately impacted.

All your information will be kept confidential according to EEO guidelines.