Executive Assistant to the Chair, Permanent Council

Organización de los Estados Americanos; Washington (District of Columbia); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Paid annual leave: 21 days

Health and Life Insurance

Pension and Savings Plans

Job summary

Organización de los Estados Americanos in Washington, DC seeks an Assistant to the Chair of the Permanent Council to provide administrative and technical support for the Office of the Chair and related bodies. The role involves high-level secretarial duties, meeting coordination, and documentation in English.

The position requires strong MS Office skills, two-language proficiency, and experience in conducting background research, drafting minutes, and coordinating events and finances in

Qualifications

• High school or technical/commercial training complemented by secretarial training resulting in a diploma and seven years of relevant experience OR advanced training and five years of relevant experience.
• Desirable: knowledge of the OAS mandate and priorities and ability to take notes and draft minutes.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and related applications.

Responsibilities

• Take full responsibility for the efficient organization and functioning of the Office of the Chair of the Permanent Council and coordinate work with other staff.
• Provide information and background documentation, ensure deadlines are met and correspondence aligns with GS/OAS standards.
• Draft administrative letters and presentations; prepare reports and maintain databases and lists.
• Prepare forms for obligations of funds, contracts, purchases, and payments with AMS oversight.
• Maintain filing systems, control access to confidential documents, and retrieve documents as required.
• Organize meetings, draft agendas, invitations, arrange travel, and take minutes when needed.
• Provide secretarial support during meetings and update draft resolutions.
• Screen visitors and calls, manage daily agenda for the Chair, and triage inquiries.
• Coordinate staff meetings, circulate agenda, and record minutes.
• Provide administrative and logistical support to events and programs involving the Chair.
• Summarize and adapt administrative guidelines and monitor implementation with staff guidance.
• Provide support to programs/events such as MOAS and Inter-American Weeks for Afro-descendant and Indigenous peoples.
• Assist in intern selection, orientation, equipment setup, and follow-up on assignments.
• Engage in Performance Evaluation System and establish annual objectives with supervisor.

Skills

Client orientation

Teamwork

Interpersonal skills

Language proficiency

Education

High school diploma with secretarial training

Advanced training (secretarial/administrative)

Tools

Microsoft Office

Oracle

Visio

SharePoint

Job description

Organización de los Estados Americanos in Washington, DC seeks an Assistant to the Chair of the Permanent Council to provide administrative and technical support for the Office of the Chair and related bodies. The role involves high-level secretarial duties, meeting coordination, and documentation in English.

The position requires strong MS Office skills, two-language proficiency, and experience in conducting background research, drafting minutes, and coordinating events and finances in