Administrative Assistant

SupportFinity™; Washington; Hybrid; USD 55,000 - 70,000; Full time

Benefits offered by this job

Hybrid work model

Tuition reimbursement

Job summary

Investment Company Institute in Washington state is seeking an Administrative Assistant to provide comprehensive support to the Chief Strategic Communications Officer and the Strategic Communications Department. The role includes calendar management, travel arrangements, and coordination of departmental tasks.

The ideal candidate will have an undergraduate degree and 3–5 years of administrative experience, with excellent communication, discretion, and organizational skills.

Qualifications

• Undergraduate degree preferred and 3-5 years administrative office experience or equivalent
• Ability to adapt with requests that evolve based on changing circumstances
• Ability to excel in a high-pressure environment, working quickly and independently
• Discretion; ability to work with sensitive and confidential information
• Ability to multi task under multiple deadlines
• Excellent oral and written communications skills
• Advanced administrative and organizational skills
• Ability to interact with Institute staff, senior representatives of member firms, vendors, and guests
• Schedule flexibility including occasional overtime
• Proficiency with Microsoft Office; familiarity with ICI software systems and web-based applications for expense, accounting, and leave reporting

Responsibilities

• Manages the calendar for the Chief of Staff/Chief Strategic Communications Officer. Books standing meetings and appointments.
• Manages the Monday.com board for the Strategic Communications team and handles project management tasks.
• Manages subscriptions budget and coordinates with Accounting.
• Coordinates with other departments for Board meeting prep.
• Processes invoices and contracts with external vendors.
• Assists with executive positioning events and programming as needed.
• Manages internal team building activities for the Strategic Communications team.
• Books travel and prepares expense reports for senior staff with external agencies and Accounting.
• Manages weekly reports to the CEO and meeting agendas.
• Tracks staff leave requests and compiles leave reports for HR.
• Answers incoming calls and greets visitors; handles mail and faxes.
• Maintains contact lists for committees and serves as main contact for member questions.
• Arranges and manages departmental functions (meetings, meals).
• Disburses departmental expenses; codes charges with Accounting.
• Supports public communications events involving media and members; assembles information for meetings.

Skills

Communication

Discretion

Multitasking

Flexibility

Executive support

Education

Bachelor's degree

Tools

Microsoft Office

Monday.com

CRM system

Job description

As the leading global association of mutual funds, ETFs, and other regulated funds, the Investment Company Institute encourages adherence to high ethical standards, promotes public understanding, and works to advance the interests of funds, their shareholders, directors, and advisers.

As a member of the Strategic Communications department reporting to the Chief Strategic Communications Officer, the Administrative Assistant is responsible for administrative support to the Chief Strategic Communications Officer and other members of the Strategic Communications Department, including three Senior Directors. The incumbent is also responsible for coordinating departmental administrative functions.

Essential Functions Of This Role Include

• Manages the calendar for the Chief of Staff/Chief Strategic Communications Officer. Books standing meetings and appointments, including regular conference calls with ICI members.


• Manages the Monday.com board for the Strategic Communications team and handles other tasks related to project management for the team.


• Manages subscriptions for all of ICI, tracks the subscriptions budget and coordinates with Accounting.


• Coordinates with other ICI departments to provide support in advance of Board meetings.


• Processes invoices and contracts for Strategic Communications with external vendors.


• Assists with ICI executive positioning events and ICI programming as needed.


• Manages internal team building activities for the Strategic Communications team.


• Books travel and prepares expense reports for Chief Strategic Communications Officer and other department members as necessary. Works with external travel agency, Accounting, and Conferences to resolve issues.


• Manages Strategic Communications’ weekly report to the CEO and agendas for other meetings as needed.


• Tracks staff leave requests and compiles departmental leave report for Human Resources.


• Answers Chief Strategic Communications Officer’s phone and other phone lines (including the Media Relations line); screens and routes calls; takes messages and provides information as appropriate. Greets and assists visitors. Receives, opens, and routes mail and faxes; prepares mail and FedEx pick-ups. Processes materials in relevant outboxes.


• Maintains contact lists for Public Communications Committee and other member groups and serves as a main point of contact for member questions regarding committee meetings.


• Registers memos for the Strategic Communications Committee and other ICI member groups.


• Arranges and manages departmental functions (staff meetings, lunches, etc.).


• Processes all disbursements for Strategic Communications and monitors department expenses; works closely with Accounting to confirm that all charges are correctly coded to the appropriate accounts.


• Provides support in planning, organizing, and executing special Public Communications Committee events involving members of the media and ICI members. Obtains and assembles information and materials needed by Strategic Communications staff for meetings and scheduled events.


• Assists with the public release of ICI reports, including ICI research; uses custom ICI applications, including the ICI Customer Relationship Management system, to produce these reports.


• Provides research, organizational, and administrative support for specialized projects.


• Helps format and maintain consistency in speech materials, handouts for meetings, and PowerPoint presentations.


• Other appropriate tasks as assigned.

• Undergraduate degree preferred and minimum of 3 - 5 years administrative office experience or an equivalent combination of related education and experience.


• Ability to adapt with requests that evolve based on changing circumstances.


• Ability to excel in high- pressure environment, working quickly and efficiently with a high degree of independence and personal initiative.


• Discretion; ability to work with sensitive and confidential information.


• Ability to handle multiple tasks under multiple deadlines.


• Excellent oral and written communications skills.


• Advanced administrative and organizational skills.


• Ability to deal effectively with Institute staff, senior representatives of member firms, vendors, and guests.


• Flexibility concerning schedule, including ability to work occasional overtime.


• Proficiency with Microsoft Office (including Word, Excel, Outlook, and PowerPoint). Must develop competence with ICI software systems, including web-based applications for expense, accounting, and leave reporting.

ICI offers competitive pay, bonus incentives, excellent benefits to include a comprehensive medical plan, generous 401(k) retirement savings plan, paid leave, commuting subsidies, and tuition reimbursement as well as training and development opportunities. Based in Washington, DC, ICI is conveniently located next to McPherson Square Metro station. This is a hybrid position with three days in the office and two days working from home.

ICI is an Equal Opportunity Employer that values diversity and inclusion in the workplace.

About the company

Investment Company Institute