Position: Executive Assistant
Department: Schroeder Institute for Tobacco Research and Policy
Reports to: Executive Director
Location: Washington DC
Closing Date: Open Until Filled
Classification: Exempt

Organizational Description
In operation since April 1999, the American Legacy Foundation was created as a result of the Master Settlement Agreement between tobacco manufacturers and a coalition of 46 state Attorneys General. Legacy’s mission is to build a world where young people reject tobacco and anyone can quit. The foundation’s mission is:

• To arm all young people with the knowledge and tools to reject tobacco.
• To eliminate disparities in access to tobacco prevention and cessation services.
  

Job Description
The Executive Assistant will manage all administrative details related to the Director’s Office including but not limited to: scheduling, travel, meeting coordination/facilitation, and logistical support. Responsibilities will also include handling secretarial, customer service and office maintenance tasks based on the needs of the Director’s Office including working closely with and supporting the Associate Director for Research.

Responsibilities:
The Executive Assistant to the Executive Director will provide administrative duties. Responsibilities include but are not limited to:

• Manage the Executive Director’s time by scheduling appointments and daily work plan, providing necessary background material for appointments and reminders of schedule and deadlines.
• Typing, word processing, spreadsheet development, internet research skills and proofreading skills needed for correspondence and preparation of other technical materials such as research grant proposals, book chapters and journal articles.
• Scheduling appointments, conference calls and maintaining Outlook contacts.
• Handle copying, faxing and mailings on a timely and accurate basis.
• Prepare draft correspondence and other materials.
• Answer and screen incoming calls (observing confidentiality when needed), taking messages and redirecting inquiries to other staff when appropriate.
• Provide information services (answer inquiries and information requests).
• Prioritize incoming and outgoing mail.
• Handle all travel arrangements and complete expense reports accurately and in a timely manner.
• Assist with the coordination of meetings, advisory panels, committees, workshops and conferences etc.
• Organize and maintain central files, chronological files and subject area files.
• Maintain correspondence between Executive Director and other Legacy Foundation executives, Research scientists and consultants.
• Provide other duties based on the needs of the Foundation (for example, management reviews, coordination/facilitation, etc.).
• Assert a positive attitude which sets the tone for a professional office.
• Display flexibility and capability of juggling many projects/issues at once.
• Handle crisis in an effective manner, and otherwise, be part of the Executive Director’s team.

Qualification
The successful candidate will have a Bachelor’s degree. Experience in an Academic research environment, such as a university or medical or public health school is preferred. Must be familiar with the needs and responsibilities associated with an academic research environment in the biomedical or behavioral sciences (e.g. University Medical or Public Health School). Strong time management skills, organizational skills, attention to detail, and the ability to meet deadlines and track multiple projects are a must. Excellent communication and interpersonal skills are desired along with the ability to work in a fast-paced environment as a team player. Must have excellent skills in all Microsoft Office programs, and demonstrate aptitude in learning new software applications relevant to the position. Candidate must be able to problem-solve and prioritize work independently. Ability to conduct web-based research using various search engines, excellent written and oral communication skills, and the ability to work effectively with diverse groups are a must. Candidate must have 3-5 years experience supporting a senior executive staff member preferably in a University Academic or Research Environment.

Compensation Package:
Salary is in the $50’s based on experience with EXCELLENT benefits

To Apply
Interested applicants should submit their resume with salary history and 3 references to:

VP of Human Resources
Attn: Executive Assistant, Schroeder Institute #504
1724 Massachusetts Ave NW
Washington, DC 20036
Fax: (202) 454-5597
hr@americanlegacy.org

Please no telephone calls.
American Legacy Foundation is an Equal Opportunity Employer

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