Executive Assistant to CEO

USAging Overview

USAging is a dynamic national membership association representing and supporting local leaders in aging who provide services that help enable the fastest-growing population in the United States to age well at home. The number of Americans age
65 and older is rapidly growing as a share of the population: from 16 percent just a few years ago to an expected 22 percent by 2040. Supporting this dramatic demographic shift by providing the options we all want as we age is at the heart of what USAging and our members do every day.

USAging represents and supports the network of Area Agencies on Aging and advocates for the Title VI Native American Aging Programs that serve millions of older adults, people with disabilities and caregivers throughout the nation live with optimal health, well-being, independence and dignity in their homes and communities. Our members are the local leaders that develop, coordinate and deliver a wide range of home and community-based services, including information and referral/assistance, case management, home-delivered and congregate meals, in-home services, caregiver supports, transportation, evidence-based health and wellness programs, long-term care ombudsman programs and more.

USAging supports the success of our members and the older adults, people with disabilities and caregivers they serve through our groundbreaking work to advance public policy, spark innovation, strengthen the capacity of our members, raise their visibility and drive excellence in the fields of aging and home and community-based services.

Job Summary

The highly professional, well-organized Executive Assistant is a pivotal dynamic position with a visible role both within the organization and with the USAging Board members. Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external stakeholders on all matters pertaining the CEO.

Job Title: Executive Assistant to the CEO

Reports to: Chief Executive Officer

DUTIES AND RESPONSIBILITIES

• Responsible for the overall operation and management of the CEO’s daily administrative functions, prioritizing conflicting needs; handles matters proactively, independently and expeditiously.
• Serve as point of contact and required to exercise independent judgment when communicating with individuals and organizations on behalf of the CEO.
• Completes a wide variety of administrative task for the CEO including: managing daily calendar of meetings/appointments, arrange travel plans, itineraries and agendas; and compiling documents for travel related meetings, expense reimbursement, distribution vouchers, deposits and credit card statements.
• Resolves scheduling conflicts independently, prioritizing requests and confirms all meeting details and expectations for the CEO.
• Serve as the bridge of communication for the CEO by screening and directing incoming calls and voicemail.
• Reviews incoming correspondence to the CEO and disseminate appropriate information accordingly.
• Provide Board meeting support, including but not limited to; meeting logistics, preparing and distributing materials for Board packets, capturing meeting notes to create final meeting minutes, and keep Board members apprised of developments and/or changes.
• Drafts, proofreads and edits written and electronic communication on behalf for the CEO ensuring accuracy in grammar and USAging style.
• Manages special projects for the CEO which may have agency impact.
• Work closely with the CEO to keep them abreast of upcoming commitments and responsibilities with appropriate follow up.
• Work closely and effectively with the executive team to ensure all documents are reviewed and signed by the CEO.
• Other duties as assigned.

QUALIFICATIONS

• Bachelor’s degree required plus four or more years supporting C-Suite
• Executives, preferably in a non-profit organization
• Self-starter with proven organizational, time management and problem- solving skills
• Excellent skills with Microsoft Office, particularly Word, Excel and PowerPoint
• Excellent interpersonal skills with demonstrated ability to communicate across all levels, including staff, board members and external partners
• Demonstrated proactive approaches to problem solving with strong decision- making capabilities
• Exhibits sound judgement with the ability to prioritize and make decisions
• Highly resourceful team player, with the ability to work effectively independently or as a team
• Proven ability to handle confidential information with integrity, discretion and the ability to manage competing objectives/projects
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Excellent oral and written communication skills
• Must have an all-hands-on-deck attitude and a willingness to pitch in when needed
• Passion for USAging’s mission of helping older adults age in place and maintain their health and independence for as long as possible

WORK HOURS AND LOCATION

This full-time position is based in USAging’s Washington, DC, office. The successful candidate will be able to attend the USAging Annual Conference and Tradeshow each summer for up to six days.

COVID-19 VACCINATION REQUIREMENTS

Employees of USAging are required to abide by the organization’s COVID-19 policies. USAging receives federal funding through contracts with the federal government or their contractors. As a result of our status as a federal contractor,
USAging is required to ensure that all of our employees are fully vaccinated. As a condition of and to be considered for employment, successful applicants for this position must be, or willing to be, fully vaccinated against COVID-19 by the date of hire. (Full vaccination is currently defined as two weeks after both doses of a two- dose vaccine or two weeks since a single-dose vaccine has been administered).
Upon being hired, employees will be required to provide proof of full vaccination.

SALARY AND BENEFITS

USAging is an Equal Opportunity Employer. We offer a competitive salary and an excellent benefits package, including fully paid individual health, dental and vision coverage; retirement savings plan with a 10 percent employer contribution and generous vacation and sick leave.

DIVERSITY, EQUITY, INCLUSION AND BELONGING STATEMENT

Diversity is a core value at USAging. We are passionate about building and sustaining inclusive and equitable working and learning environments for all employees. We believe every employee enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges and to discover, design and deliver solutions.

ADA DISCLAIMER

The successful candidate should be able to perform the essential function of the position satisfactorily and, if requested, USAging will make reasonable accommodations to enable employees with disabilities to perform the essential duties of their job absent undue hardship.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Application Procedure

Submit a cover letter, resume and salary requirements to jobs@USAging.org. Note the job title in the email subject line. The application closing date is April 24, 2023 or until filled. We cannot respond to all applications and unsolicited phone calls, social media messages or emails will not be returned.

Job Type: Full-time

Pay: From $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Washington, DC 20003: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Are you willing/able to travel if required, two to three times a year?
• Do you have four or more years experience supporting a C-Level executive?

Education:

• Bachelor's (Required)

Work Location: Hybrid remote in Washington, DC 20003

• Health insurance