Special Assistant to the Executive Office - United States Institute of Peace

*****PLEASE NOTE******

This position is an advertisement to identify interested and qualified individuals for a Special Assistants to the Executive Office to accommodate near future business needs.

Who We Are

Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace worldwide. We know that Peace is Security – it advances both U.S. and international security by preventing, managing, and mitigating violent conflict.

We are an independent, non-partisan institution and are actively engaged with peacebuilding efforts worldwide. Together we tackle the most challenging problems and hold fast to the possibility of a more peaceful world. To learn more about USIP programs and job openings, go to https://www.usip.org/about/careers.

If you have a passion for making the world a better place and want to have a front-row seat on the world stage, USIP is the place for you.

SUMMARY

The Special Assistant to the Executive Office (Special Assistant) provides administrative, programmatic, strategic, and logistical support for the Executive Office (EO).  This position provides high-level management supervision and oversight of the Executive Office staff with more complex responsibilities that are essential to the efficient operations of the office, such as reviewing incoming documents, drafting correspondence, conducting research, supporting special project and events, coordinating internal and external stakeholders, and preparing reports. The Special Assistant performs both routine and non-routine support duties as dictated by the nature of the work area and may perform a broad array of generalized administrative, logistical, project, and programmatic support functions or specialized office operations depending on the priorities of the Executive Office. This position is based in Washington, DC, reports to USIP’s Deputy Chief of Staff, and is an integral member of the Executive Office.

TARGET SALARY

Grade 13 - $117,000 -121,000

The Institute uses the General Schedule salary tables for administering compensation. Offers are determined based upon candidate qualifications, related experience, internal equity, and the amount budgeted for the position.

RESPONSIBILITIES

Major Duties and Responsibilities 

Administrative Support:

• Supports the Deputy Chief of Staff with the coordination and implementation of the day-to-day operations of the EO including scheduling and preparing for meetings, maintaining databases and files, integrating departmental calendars, liaising with teams across the Institute, managing communications and correspondence, and preparing briefing materials and reports.
• Maintain information and documents on the Institute intranet.
• Produce weekly and ad hoc reports. Responsible for pulling data from databases, analyzing and compiling data to be presented to the EO and President.
• Reviewing incoming confidential correspondence and documents; determining type of action required, responsible staff member, signature level, and established deadlines for completed responses; Independently exercising tact and judgment when handling inquiries and providing sensitive information.
• Prepares a variety of documents and correspondence in final form and proper format; proofreads documents and correspondence to ensure correct grammar, spelling and format; reviewing and updating the office's administrative policies, procedures and internal controls.
• Tracks standing meetings with various Institute groups (program directors, center meetings) and ensures set up and preparation. Supports the Senior Executive Assistant in ensuring these meetings maintain their regular cadence on the calendar.
• Supports the Deputy Chief of Staff in preparation for Institute Town Halls. Provides logistical, administrative, and staffing support for Institute Town Halls.
• Leads on logistical, substantive, and administrative support and execution of bi-annual mini town halls.
• Manages the Executive Office Conference room calendar. This includes fielding requests for use of the Executive Conference Room and the Situation Room.
• Manages the Boardroom calendar. This includes fielding requests from programs for use of the Boardroom and determining if they meet the level of the space. Liaising with the events team on alternative spaces and operational capacity. Flags high level guests for the Special Assistant to the President.
• Support the Senior Advisor and Deputy Chief of Staff on coordination with USIP counsel.

Board of Directors Support

• Works extensively with the Special Assistant to the President to the Executive Office on the planning and execution of Board of Directors meetings and briefings, and liaising with Board members including communications and correspondence.
• Leads on all scheduling of Board of Directors meetings, including committee meetings and weekly check-ins.
• Serves as point of contact for Board of Directors, including board leadership.
• Manages all invitations to Board of Directors for Institute events. Provides staffing and support to board members attending events. When needed, leads on briefing materials for board members participating in USIP events.
• Leads on all logistical, operational, and administrative preparation and execution for Board of Directors meetings including tracking attendance, tracking and compiling materials and presentations, and creating agendas. Liaises with Institute operational teams on room set up, tech support, and catering needs.
• Leads on logistical, operational, and administrative preparation for Board of Directors activities surrounding board refreshment. This includes a swearing-in ceremony, hail & farewell dinner, and oral history interviews.
• When needed, provides support to board members traveling on behalf of the Institute.
• Work closely with the Management Team on committee preparation and materials.
• Liaise with USIP counsel on board of directors’ support, preparation, and materials.

Events Support

• Serves as the Executive Office point of contact for events-related questions.
• Ensures the Executive Office staff provides necessary administrative support to the President for events requiring her participation.
• On behalf of the Executive Office, participates in the planning and implementation of high-level and signature events. Works closely with events, operational, and programmatic teams to ensure protocol and operational standards are met.
• Assists high-level convenings on behalf of the President and CEO and the Executive Office in partnership with the Events, Protocol, and Production; Security; and Operations teams.
• Tracks the events calendar and upcoming events to highlight events that require enterprise level coordination.

Programmatic Support:

•  Supports and carries out logistical and administrative tasks in support of the Executive Office’s goals related to the programmatic priorities of the Institute; with a particular focus on facilitating collaboration across centers and programs.
•  Provides support, coordination, and project management to Institute leadership on Institute wide initiatives and special events. Plays a role in the project management process from inception and development to implementation and conclusion.
•  Liaises with all key teams across the Institute who manage strategic communications, strategic planning, and strategic partnerships with Congress, domestic and international government agencies, multilateral institutions, and other policy research institutions.
•  Serves as the point of contact and facilitates lines of effort related to internal and external strategic communications priorities of the Executive Office and the President and CEO.
•  Serves as the Secretariat for internal working groups on behalf of the President and CEO.
•  Appraise the EO team members of developments and new information on projects, events, and initiatives that require their attention.
•  Support the Special Assistant to the President in the management and tracking of various standing groups and meetings, including drafting, and developing agendas, materials, and tracking outstanding tasks and items.
•  Manages gift requests and the gift inventory. This includes fielding requests from program teams for gifts, determining the appropriate level of gift, and delivering it to the requesting office in a timely manner. Works closely with the Managing Director of Operations on ensuring protocol is followed and gift inventory is maintained.
• Support the Senior Advisor, Deputy Chief of Staff, and the Special Assistant to the President on various tasks and initiatives as needed.
• Provide backup staffing support to the President when necessary/requested.
•  Supports the Deputy Chief of Staff in tracking do outs and preparing for strategic meetings with the President’s involvement, i.e., program/operational directors.

Performs Other Duties as Assigned.

QUALIFICATIONS

• Bachelor’s degree in business, administrative, international affairs, or related field with seven (7) years of experience required.  
• Master’s degree in above related field with five (5) years of experience is preferred. 
• At least five (5) years of relevant experience in international relations or political science and administrative experience demonstrating competency in general program management, financial management and coordination of major office activities required. 
• Highly resourceful and organized; able to work independently with a high level of discretion; has good judgment, tact, and diplomacy to respond effectively in diverse situations; can manage confidentiality and interaction with high level stakeholders. 
• Positive work attitude and teamwork, willing to help colleagues even outside of prescribed responsibilities. 
• Strong communication (written and spoken), interpersonal, organizational, administrative and time management skills. 
• Must exhibit grace in the face of changing dynamics and competing priorities. 
• Ability to multi-task and willingness to learn new skills. 
• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint and Outlook), and databases and/or data management tools is required. 
• Knowledge and experience with the Federal Government, Department of State, Department of Defense, or Multilateral Institutions will be considered an asset. 

CLOSING DATE OF THIS ANNOUNCEMENT IS 04/26/24.

All applicants must be US citizens to be considered for positions with USIP. 

All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.  

HOW TO APPLY
To be considered for this position, please submit a complete application package consisting of:
1.  Completed employment application including titles, dates of hire and salary requirements.
2.  Cover letter
3.  Resume 

Only those applicants that are selected for further discussions will be contacted.  

No Phone Calls. Interviews will be scheduled by appointment only.  

USIP is an equal opportunity employer. It is the policy and practice of USIP to offer equal employment opportunities to all qualified applicants and employees without regard to race, color, age, religion, national origin, sex, marital status, disability, veteran status, sexual orientation, gender identity, genetic information, HIV/AIDS status, political affiliations or belief, pregnancy, or any other characteristic protected by law.