Job Details

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Executive Assistant

WASHINGTON-20005, DC, US
09/27/2018

-

Required Skills

Microsoft Office

Company

Infinity Consulting Solutions, Inc

Experience

2 to 4 Year(s)

Job Description

In search of an Executive Assistant in the Global Law and Public Policy area with a client in the DC office supporting former Ambassador(s).

This position will be the primary support to the former Ambassador(s) and will maintain official schedules, travel plans, and related records; prepare travel visas as necessary; and plan and manage protocol aspects of official events hosted by the Ambassador(s).

Responsibilities include but are not limited to:

Prepares the daily schedule for the Ambassador(s).

Engages in analysis and research for the Ambassador(s).

Prepares detailed itineraries for the Ambassador(s), including important numbers, locations and contact names.

Prepares monthly projected schedules for the Ambassador(s).

Makes reservations for the Ambassador(s)' air travel, ground transportation, and lodging.

Submits vouchers for travel and expense reimbursement via Chrome River.

Responsible for maintaining the Ambassador(s)' contact database (InterAction).

Reviews the Ambassador(s)' mail and invitations.

Responds to all invitations, either by written correspondence or by personal telephone call.

Maintains files of invitations that have been declined, accepted, or that are tentative/pending.

Monitors the Ambassador(s)' incoming telephone calls, takes messages, and returns calls as requested.

Places outgoing calls for the Ambassador(s) and maintains a record of calls.

Maintains the Ambassador(s)' files, including notes, correspondence, and all information relating to travel.

Prepares guest lists and invitations for events, ensures that they are properly delivered, and verifies acceptances/regrets.

In coordination with the Ambassador(s), develops and maintains contact lists and guest lists for receptions, lunches, dinners, and other representational activities. Ensures that the data is accurate.

Participates in meetings, conferences and social functions to aid on matters of protocol.
Keeps a calendar of events of interest for Ambassador(s) of special events.

Handles all visa arrangements for foreign travel.

Assists with special project as directed by the Ambassador(s).

Performs other duties as assigned.

Qualifications:

Two-year degree or equivalent experience considered.

Prior experience providing scheduling and protocol support to an Ambassador or
Congress/Senate member.

High proficiency in Microsoft Office (Word, Excel, PowerPoint) required.

Ability to act with tact, diplomacy, discretion and respect for confidentiality and cultural diversity.

Ability maintain a range of contacts.

Ability to clearly and effectively communicate, in oral and written form, with people at all levels within the Firm and outside the Firm.

Ability to work with a high degree of accuracy and attention to detail in a busy office environment.

Must possess good judgment.

Experience making visa and travel arrangements.

Must have the ability to multi-task and prioritize in a fast-paced environment.

Strong interpersonal skills.

Typing a minimum of 60 wpm.