Executive Assistant

Description

• Assist the General Counsel with daily tasks that elevate effectiveness including managing and prioritizing requests, facilitating conversations and communications, monitoring the progress of project action items, collaborating with department leaders and staff to meet deadlines and execute projects. 
• Manage department vendor operations, invoices, and payments. Accept, seek input on, and approve invoices for payment. Manage other vendor relationships.
• Manage expense reports and timely submissions, contract routing, and invoice payments for the Division. 
• Maintain meeting schedules, arrange meeting facilities, and ensure relevant meeting information is gathered, remediated and distributed prior to meetings. Assist with coordination of logistics of meetings and events including calendar invites, agenda development, coordination with Legal and Compliance for meeting space, etc., covering all possible logistics issues. Provide timely research and/or information in preparation for meetings, events, and special projects.
• Support the planning and scheduling of Legal & Compliance Division team meetings, team building activities, etc.

• Proactively assist corporate secretary by serving as an administrative point of contact for Board meetings and Board matters. Support Board of Directors and Committees by preparing meeting notices, documents, presentations, and other materials. Collaborate with the General Counsel and CEO to schedule Board meetings and committee meetings, when needed. 
• Serve as technical administrator and key user for BoardEffect (software used by the Board and USOPC for housing confidential board materials and historical information) and help manage USOPC emails accounts for Board and Committee members.
• Manage Board content on USOPC website, including public dissemination of Board agendas, minutes, bylaws, notices, board member information, etc. 
• Support various initiatives of the Board such as the self-assessment, bylaw revisions, and new board and committee member onboarding. 

• Provide administrative support to the USOPC Legal & Compliance team as requested. 
• Prepare and facilitate the preparation of correspondence and PowerPoint decks for the Board and other constituents and create accessible versions. Take meeting notes/minutes and distribute to teams as needed.
• Manage business and travel calendars to include meeting schedules, events, airline, hotel reservations, and ground transportation. Use initiative to handle a wide variety of administrative support duties, department operations, administration, and communications for the department.
• Handle highly confidential and/or sensitive information and communicate only to its intended audience. This may include sensitive handling of personnel matters, confidential business information and legal matters. 
• Strive to continuously improve the efficiency of the executive support experience.   Provide insights and constructive ideas for improving operations.   
• Support projects across the Division as directed by the General Counsel.
• Prepare correspondence, memos, contracts, reports, presentations, etc., using Microsoft Office programs and others. Assemble and copy documents. Prepare binders and other materials for reference and/or presentations. Prepare historical reference notebooks for documents as requested.
• Open, organize, file, and maintain departmental files, both electronically and hardcopy. Maintain electronic database to track files. Maintain fireproof files.
• Manage department member registrations, licensing, and continuing educational records and arrangements.
• Establish and maintain effective working relationships with other USOPC staff, including other Executive Assistants, and other constituent groups. 
• Collaborate with the CEO and other Division Executive Assistants to share best practices, collectively support organizational events, provide back-up support to Division Leaders in the absence of their Executive Assistant, and streamline administrative processes.
• Perform other duties as assigned.

• Associate’s degree or equivalent experience
• Bachelor’s degree preferred
• Notary public license valued
• 5 years of experience providing high level administrative support to senior or executive level staff 
• Significant department or office management experience
• Significant Board of Directors support/liaison experience
• Experience maintaining corporate documents
• Highly skilled and competent in Microsoft Office suite of programs (PowerPoint, Excel, Word, SharePoint, and Outlook) and database management
• Skill in preparing legal documents, presentations and spreadsheets
• Highly organized with the ability to prioritize and track multiple ongoing tasks
• Excellent verbal and written communication skills
• Knowledge of remediation and document accessibility 
• Ability to manage interruptions without impact to accuracy of work product
• Ability to maintain absolute confidentiality, to perform duties with utmost discretion and to act with complete integrity
• Advanced working knowledge virtual meeting platforms such as Teams and Zoom 
• Ability to establish and maintain effective professional relationships with all staff levels, volunteers, key executives, and the public
• Ability to deal with non-routine matters and special projects with minimum instruction and make sound decisions within scope of authority
• Ability to establish and maintain effective professional relationships with all staff levels, volunteers, key executives, and external constituents
• Meticulous attention to detail and ability to produce high-quality, error-free materials
• Willingness to learn from others and be flexible when needed
• Knowledge of the Olympic & Paralympic movements, the organization, and its structure preferred

• Standard office equipment
• Office environment in multi-story building on multi-building site 
• Possible occasional domestic and/or international travel for Games and events
• Prolonged sitting and use of hands/wrists
• Regular attendance at work is an essential function
• Ability to work flexible schedule and additional, nontraditional work hours

• Hiring pay range $31.00 - $34.00 per hour
• This Full-Time, Exempt position is intended to work 40 hours per week.
• Bonus: This position will be eligible for the Annual Incentive Award Program, which has a 5% target. The USOPC may change or eliminate this program at any time at its sole discretion. 
• Benefits: This position will be eligible for USOPC benefits. You can view a summary here.