Executive Assistant

Office of Disaster Recovery; United States; On-site; USD 50,000 - 70,000; Full time

Job summary

The Office of Disaster Recovery is seeking an Executive Assistant to provide comprehensive support to the ODR Director. The role includes managing schedules, coordinating meetings, and assisting with administrative tasks. Candidates should have a Bachelor’s degree and over 5 years of experience in executive administration. This position requires excellent communication skills, the ability to handle confidential matters, and the capability to work independently in a fast-paced environment. Applications accepted via ODR website or email.

Qualifications

• 5+ years of experience supporting administration at the executive level.
• Ability to work independently on projects from conception to completion.
• Experience in fast-paced environments.

Responsibilities

• Manage the executive schedule and act as a liaison for the executive team.
• Assist in coordinating meeting agendas and follow up on assigned action items.
• Provide full executive support to the Director.

Skills

Project management

Confidentiality

Communication

Administrative duties

Time management

Education

Bachelor’s Degree in Business Administration or related field

Job description

POSITION SUMMARY

The Executive Assistant reports directly to the ODR Director and performs a wide range of complex, confidential administrative and support duties. The incumbent serves as a point of contact for internal and external constituencies and for all matters related to the ODR. The incumbent will also perform project management duties and must have the ability to work independently on projects, from conception to completion, and can work under pressure in a fast‑paced environment. The Executive Assistant will oversee and manage a wide variety of activities and confidential matters with discretion.

ESSENTIAL FUNCTIONS

1. Manages the executive schedule and acts as a liaison for the executive team.
2. Assists in coordinating the agenda for meetings, tracks an account of the meetings, designates and follows up on assigned action items.
3. Communicate with the general staff on the Director’s behalf and coordinate meetings both internally and externally.
4. Provide full executive support to the Director by performing daily administrative duties and administrative tasks to include managing the ongoing calendar of appointments; completing ad hoc reports; composing and preparing correspondence; arranging travel plans, itineraries and agendas and compiling documents for meetings.
5. Prepare reports, presentations, and data, as well as maintain files, records, and correspondence for meetings.
6. Communicate on behalf of the Director with internal and external parties on matters related to programmatic initiatives as directed.
7. Execute special projects as assigned.
8. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the assigned supervisor, including those of a sensitive or confidential nature. Determines the appropriate course of action.
9. Successfully completes critical aspects of deliverables with a hands‑on approach, including drafting acknowledgment letters, personal correspondence, reports, and other tasks to ensure effective management practices.
10. Prioritizes conflicting needs, handles all matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
11. Assist in planning and implementing administrative improvements including organizational changes and work systems.
12. Perform clerical duties — taking memos, maintaining files, and organizing documents — as well as photocopying, faxing, and collating.

POSITION REQUIREMENTS AND QUALIFICATIONS

• Education level:
  • 1. Bachelor’s Degree, or higher, in Business Administration, or related field preferred.
• Level of experience:
  • 1. 5+ years of experience supporting administration at the executive level required.
• Education and Experience:
  • 1. An equivalent combination of education and experience may be substituted.

APPLICATION INSTRUCTIONS

Applicants are required to submit a cover letter and resume either via the ODR website or by email to [e-mail]. The position will remain open until filled.