Executive Assistant job – Special Olympics – Washington, DC


Executive Assistant

Special Olympics

Washington, DC

Please apply through:

https://recruiting.ultipro.com/SPE1016SPOL/JobBoard/48c569fb-e342-71d0-cf2c-f3622cec1d24/OpportunityDetail?opportunityId=4283db1f-a75f-4112-89dd-b2c5b51831ab

Position Title: Executive Assistant

Position Summary:

This position provides executive administrative/personal assistant support to the Chief Executive Officer (CEO) for Special Olympics Inc. (SOI) and management of his/her office. In addition this role acts as the stewardship coordinator for both the CEO and Chairman and is the key liaison with the Development Department. The CEO is responsible for the day-to-day operations of Special Olympics Headquarters and Regional Offices throughout the world and has extensive contact with the Board and key external figures such as advisors, consultants, major donors and corporate sponsor representatives. The CEO is a highly visible member of the community with associated responsibilities and activities that may require the support of the Executive Assistant.

The Executive Assistant will interface with a diverse group of prominent external callers and visitors including government officials, legislators, and celebrities as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize the diversified workload and manage available resources. The Executive Assistant is the main conduit to the CEO and is a key member of the Executive staff. Due to extensive travel and multiple commitments, the Executive Assistant is routinely called upon to act on behalf of the CEO. Incumbent must be extremely professional, trustworthy, organized, diplomatic, an excellent writer, analytical and highly motivated to ensure the success of the Special Olympics movement throughout the world.

Primary Responsibilities:

  • Act as CEO’s liaison with SOI executives, Board Members, Major Donors/Prospects and Corporate Sponsors, and outside organizations; handles confidential and non-routine information; represents CEO as required/ requested in meetings. Maintain and develop solid working relationships at all levels of the organization and with external contacts.
  • Coordinate, prepare and follow-up on stewardship activities for the Executive staff and Board Members; interface with the Development Department including activity tracking, moves management and reporting.
  • Manage key routines (staff meetings) – including scheduling, agendas, notes and action items/follow-up and supervises the maintenance of a complex and detailed calendar for all activities, events, meetings, travel, conferences and Board activities.
  • Manage multiple concurrent projects with internal and external contributors.
  • Drafts and supervises the preparation of general correspondence, memos, charts, tables, graphs, business plans, presentations and reports, etc. EA is fully responsible for accuracy and clarity of all materials released by the CEO’s office.
  • Analyzes financial reports, budgets and other materials, identifies areas of concern and summarizes key points for CEO; gathers additional data as required to clarify/resolve any issues or concerns.
  • Reviews relevant articles, newsletters, websites, RSS feeds, etc. and summarizes key points and identifies any action items for review by CEO
  • Manage CEO’s Departmental requirements and reporting
  • Assists CEO to ensure the effective and efficient operation of the office and overall organization

Required Qualifications:

  • Five or more years of experience providing executive assistance at C-level and/or office management for a global organization; experience in the non-profit sector is desirable
  • Experience planning and preparing for Board of Directors meetings, and corresponding with the Board of Directors
  • Project management experience, including the supervision and execution of simultaneous multiple projects
  • Major Donor/Major Account moves management and coordination, activity tracking and data maintenance
  • Extremely high level of interpersonal and problem-solving skills for handling sensitive and confidential situations, position continually requires demonstrated poise, tact and diplomacy often in an international environment; demonstrated success in developing solid working relationships.
  • Analytical ability to evaluate data and relevancy for reporting, etc.
  • Financial review of reports, budget, planning and expense/costs for department and organization as a whole; ability to secure additional materials to support or resolve any issues/concerns.
  • Work requires continual attention to detail, ability to establish priorities and meet deadlines, which may be dependent upon completion of tasks by others and being very organized
  • Professional, great personality and interpersonal skills, upbeat, energetic, takes initiative, dependable, takes pride in work and creative
  • Excellent command of the English language, ability to compose, type and proof read documents with speed, efficiency and accuracy
  • Expert level skills in a variety of computer software applications including word processing, spreadsheets, database and presentation software (MS Word, MS Excel, MS Power Point, MS Outlook), and CRM products; extremely skilled in use of internet for both research and dissemination of information. Ability/willingness to learn new programs and/or systems as required.
  • Incumbent must be accessible outside of regular office hours
  • Occasional travel may be required at the discretion of the CEO

Special Olympics is an Equal Employment Opportunity (EEO) employer committed to maintaining a non-discriminatory, diverse work environment. Special Olympics does not unlawfully discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, genetic information, or on any other basis prohibited by applicable law in any of its programs or activities.

Employment with Special Olympics is ‘at-will.’

Job Type: Full-time

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Please review all application instructions before applying to Special Olympics.

Special Olympics is a sports organization, but it’s also much more. We are a global movement helping to transform the lives of children and…



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