Executive Assistant

Full Job Description

Opportunity:

The IDD Executive Assistant/Project Management Analyst will be part of the International Development Division's Program Management and Operations Team. Approximately 60% of the positionâs time will be spent serving as an executive assistant to the Division Vice President (DVP) and coordinating division-wide operations. The remaining 40% will be dedicated to being part of one or more project management teams and contributing to the divisionâs business development efforts on capture and live proposal teams. The successful candidate for this position needs to be willing and able to come to Abtâs Rockville, MD office in person as needed to perform job responsibilities.

Key Roles and Responsibilities:

• Executive Support (30%)
  • Supports the Division Vice President with calendar management, travel arrangements and logistics, pre-work for executive travel, and filing expense reports upon return.
  • Monitors DVP's approval requests to ensure responses are given in a timely manner.
  • Ensures delegation of authorities and meetings when DVP is out of office; supports Acting DVPs as needed.
  • Coordinates pre-work and follow-up from executive team and board meetings
  • Other virtual and in person DVP support as assigned
• Divisional Support (30%)
  • Schedule and manage division-wide hybrid meetings, including coordinating in-person logistics and managing virtual meeting technology.
  • Schedule and coordinate recurring meetings with division and department staff
  • Manage procurement process for division management purchases
  • Manage memberships and conference attendance
  • Communicate with division about holiday funds
  • Serve as a liaison to other executive assistants
  • Coordinate and prepare materials for onboarding of new leadership team members and strategic hires
  • Other division administration responsibilities as assigned
• Project Management and Business Development (40%)
  • Provide operational and technical backstopping support to global development projects.
  • Support the project management staff with day-to-day project administration and task tracking.
  • Support project office staff to facilitate project execution; communicate with project office staff and respond to ad hoc requests.
  • Liaise with headquarters departments to support project operational success.
  • Prepare and consolidate information for client and internal reports and conduct preliminary reviews.
  • Track procurements.
  • Support the projectâs hiring efforts, including preparing job requisitions, sorting and previewing candidate resumes, and conducting preliminary interviews.
  • Update risk registry and prepare for project health reviews.
  • Research company qualifications for inclusion in proposals
  • Prepare candidate resumes for inclusion in proposals
  • Draft parts of written sections of proposals
  • Conduct technical research to inform proposed technical approach on bids
  • Manage logistics of capture trips
  • Other project management and business development responsibilities as assigned

Other Requirements

• Excellent organizational skills and attention to detail

• Strong oral and written communications skills

• Attention to detail and excellent follow-up

• Ability to work in a dynamic and fluid environment with changing priorities and deadlines

• Strong interpersonal skills, including the ability to build working relationships at all levels across the company and manage up when needed

• Problem-solving skills, including the ability to exercise judgment on when to escalate issues

• Experience working with sensitive information

• Strong IT acumen, particularly with virtual meeting software such as Webex and Microsoft Teams

• Demonstrated use and mastery of Microsoft Office products, particularly PowerPoint, Excel, and Word

• Ability and willingness to come to Abtâs Rockville, MD office in person as needed to perform job responsibilities

• Ability and willingness to travel to project locations overseas

• Familiarity with USAID-funded international development programs and USG/USAID travel regulations

• Basics of risk management and documentation

• Foundational understanding of procurement and budgeting processes

• Foundational understanding of hiring processes

Minimum Qualifications

Bachelorâs Degree

Abt Associates is an Affirmative Action/Equal Opportunity employer committed to fostering a diverse workforce. Abt Associates provides market-competitive salaries and comprehensive employee benefits. Local candidates strongly encouraged to apply.

This position offers an anticipated annual base salary range of approximately $49,000 to $79,000, and may vary by ten percent depending on candidate geographic location. Salary offers are made based on internal equity and market analysis.

Disclaimer: Abt Associates will never ask candidates for money in exchange for an offer of employment.