Executive Assistant to the President & CEO

Institute of International Education; Washington (District of Columbia); Hybrid; USD 91,000 - 107,000; Full time

Job summary

The Executive Assistant provides high-level administrative and operational support to the President and CEO at the Institute of International Education. The role manages the President's calendar and travel, prepares meeting materials, and coordinates communications, supporting executive initiatives and the Board of Trustees to ensure efficient operation of the Office of the President.

The position requires discretion, strong communication, and collaboration with senior leaders to advance IIE's

Qualifications

• Bachelor's degree required and 8+ years related work experience.
• Minimum 3 years as an assistant to a C-Suite level executive.
• Excellent organizational and time-management skills with attention to detail.
• Strong written and verbal communication; ability to draft executive materials.
• Discretion with confidential information and high-profile material.
• Proficiency with Microsoft Office Suite and expense management tech.
• Experience supporting board events or nonprofit boards preferred.
• Ability to travel domestically.

Responsibilities

• Manage day-to-day operations of the President and CEO, including calendar management and scheduling.
• Prepare and organize correspondence, presentations, reports, briefing materials, agendas, and other executive communications.
• Arrange domestic and international travel and related logistics; process expense reports.
• Coordinate activities, webinars, meetings and events for the President and CEO; follow-up on actions.
• Support executive events and stakeholder engagements; manage invitations, vendor coordination, venue logistics.
• Support Board meetings planning and delivery; materials and logistics as needed.
• Support advocacy activities with data, background research, and presentation materials.
• Monitor and manage Office of the President expenses; handle payments and budgeting variances.
• Develop and maintain operational standards and procedures for executive support.
• Support other departments with events, outreach, and administrative tasks.

Skills

Executive support

Calendar management

Communication skills

Discretion

MS Office

Travel coordination

Expense management tools

Education

Bachelor's degree with 8+ years experience

Tools

Microsoft Office

Expense management software

Job description

Job Description:

The Institute of International Education (IIE) is hiring an Executive Assistant to the President and CEO. We invite you to join a team united by our mission to help people and organizations forge brighter futures through educational exchange and lifelong learning. Working at IIE is more than just a job; it's a chance to make an impact. To collaborate with a passionate team, grow your skills, and contribute to programs that change lives around the world.

Learn more about IIE and our culture here.

If you are a job seeker in need of an accommodation to navigate our careers site or apply for one of our jobs, please click here to learn more.

Job Summary

The Executive Assistant provides high-level administrative and operational support to the President and CEO and serves as a key point of coordination for internal and external stakeholders. The role manages the President's calendar and travel, prepares meeting materials and communications, supports executive initiatives, including engagement with the IIE Board of Trustees, and helps ensure the efficient operation of the Office of the President.

Essential Functions:

• Manage the day-to-day operations of the President and CEO, including calendar management, scheduling, and coordination of internal and external appointments. Anticipate potential scheduling conflicts, engage stakeholders to evaluate priorities, and recommend solutions that align with executive and organizational needs.

• Prepare, coordinate and organize correspondence, presentations, reports, briefing materials, agendas, and other executive communications. Conduct research and compile background information, making recommendations to President and CEO in support of meetings, events, and travel. Handle confidential information and communications with a high degree of discretion and professionalism.

• Arrange domestic and international travel, including itineraries, accommodations, transportation, visa requirements, and other travel-related logistics. Ensure travel adheres to IIE policies. Prepare and process expense reports upon completion of travel.

• Take the lead in the coordination and communication of activities, webinars, meetings and events on behalf of the President and CEO, including logistics, materials, agendas, and follow up activities. Evaluate various topics and make recommendations for future events.

• Support the delivery of executive events and stakeholder engagements, including invitations, vendor coordination, venue logistics, and on-site support as needed.

• Support the Chief of Staff in the planning and delivery of the IIE Board meetings, including scheduling, preparation and distribution of materials, meeting logistics, and follow-up actions.

• Support IIE's advocacy activities, including organizing and managing relevant data, background research and making recommendations on presentation materials.

• Monitor expenses for the Office of the President to ensure they remain within approved budget. Administer payment requests and invoices. Duties may include scheduling payments, initiating payments to vendors, processing payments made to the office/department, tracking actual expenditures against budget line items, and identifying budget variances.

• Develop, implement, and maintain operational standards, procedures, and best practices for the Office of the President to ensure efficient, consistent, and high-quality executive support services.

• Support other departments and programs as needed with events, outreach, and administrative support.

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Qualifications and Experience

Education and Work Experience:

• Requires a Bachelor's degree and at least eight (8) years of related work experience or an equivalent combination.

Knowledge, Skills and Abilities:

• Minimum of 3 years of experience as an assistant to a C-Suite level executive or equivalent.

• Exceptional organizational, time management, and prioritization skills with impeccable attention to detail and the ability to anticipate needs, manage competing priorities, and execute with precision.

• Superior written and verbal communication skills, with experience drafting and proofreading executive communications, reports, presentations, and other material for clarity, accuracy, and professionalism.

• Strong judgement, discretion, and ability to handle confidential, sensitive, and high-profile information with tact and diplomacy.

• Proficiency with Microsoft Office Suite and expense management technologies.

• Experience supporting board events and coordinating meetings with internal and external stakeholders preferred, including preparation of materials, arranging logistics, on-site delivery and execution.

• Experience supporting boards, executive leadership teams, or nonprofit organizations preferred.

• Ability to travel domestically.

Salary and Benefits:

• Hiring Range: $90,508 - $107,319. A candidate's starting salary is determined by various factors including, but not limited to, relevant work experience, job-related knowledge, skills, abilities, internal organizational equity, and geographic region.

• IIE offers a robust suite of benefits to team members including medical, dental, and vision plans, paid time off and holidays, student loan, tuition and professional development reimbursement programs, retirement plans and a family medical leave benefits. Please visit our careers page for further details.

The Institute of International Education (IIE) offers a flexible hybrid work environment which leverages both office work and telework. This role is primarily onsite.

Work Conditions & Physical Demands:

Essential functions are performed in a general office setting with low noise. Job demands may require long periods of sitting; telephone work and/or computer work, as well as interactions with other team members and external stakeholders. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

IIE is committed to offering a respectful work environment free from discrimination and harassment. We are committed to employing and promoting individuals based on their merits, regardless of race, color, religion, sex, national origin, age, disability, veteran status, pregnancy, sexual orientation, gender identity or expression, marital status, citizen status, status with regards to public assistance or any other protected classification.