Executive Assistant

The Executive Assistant to the CEO and Chief of Staff provides high-level and confidential administrative, operational, and logistical support to the AAAS Executive Office. The Executive Assistant to the CEO and Chief of Staff is critical to the operations and culture of the Executive Office, serving as a liaison between the Executive Office and other internal and external stakeholders, and ensuring that the Executive Office is operating at its highest capacity to support the mission and goals of AAAS, while actively demonstrating our shared values. The ideal candidate has exceptional organizational capabilities and technological proficiency, the ability to manage multiple complex schedules, the motivation to develop knowledge of organizational priorities, can maintain a positive, solution-oriented attitude, and is committed to achieving timely deliverables. This is an in-office position (5 days per week, depending on CEO's travel schedule).

What You'll Do

• Scheduling & Calendar Management:
  
  
  
  • Proactively handle heavy day-to-day calendar management for both the CEO and the Chief of Staff, keeping them informed, prepared, and on-time
  • Coordinate and organize internal and external meetings, including booking and setting up of meeting rooms (including any necessary A/V), catering, and meeting materials, as needed
  • Manage information flow and field requests in a timely and accurate manner while maintaining awareness of shifting priorities and complex schedules
  
  
  
  

• Travel Arrangements:
  
  
  
  • Arrange complex and detailed travel plans, itineraries, and agendas, for both domestic and international travel
  • Compile documents for travel-related meetings
  • Prepare and reconcile expense reports in a timely and accurate manner
  
  
  
  

• Communication and Correspondence:
  
  
  
  • Handle confidential information with the utmost discretion and professionalism
  • Serve as gatekeeper for incoming requests, assignments, and correspondence to route, respond, flag, or escalate accordingly
  • Answer all incoming calls promptly and professionally, triaging call requests and/or forwarding them to the appropriate party
  • Prepare and design general correspondence on behalf of the CEO or Executive Office
  • Manage relevant departmental email mailboxes
  • Receive mail, packages, and deliveries, ensuring that they reach the proper individual, tenant, or department
  
  
  
  

• Meeting Management:
  
  
  
  • Support three main leadership groups (Executive Leadership Team, Leadership Team, and Monthly Financial Review Group) by:
    
    
    
    • Scheduling meetings and ensuring that meeting rooms are set up appropriately
    • Keeping track of meeting agendas; compiling, prioritizing, and allocating agenda items in consultation with the CEO and COS
    • Preparing agendas, reports, or presentations, as needed
    • Taking notes/minutes in meetings and providing accurate and detailed summaries of meeting outcomes and action items in a timely manner
    
    
    
    
  
  
  
  

• Executive Operations:
  
  
  
  • Full-cycle event planning, including venue search and selection, catering, A/V, etc.
  • Keep track of relevant project timelines and provide regular updates on progress
  • Work closely with IT to troubleshoot technology or miscellaneous issues as they arise
  • Conduct light research assistance when needed
  • Help maintain general office supplies and place supply orders for the department, as needed
  • Support the EO team in special projects and initiatives, as needed
  • Other administrative duties as assigned to meet business needs
  
  
  
  

This is an in-office position (5 days per week, depending on CEO's travel schedule).

Minimum Requirements

• Excellent written and oral communication
• Demonstrated ability to set priorities while coordinating multiple projects
• Ability to proactively anticipate the needs of the CEO and Chief of Staff, as well as understand differing supervisor preferences
• Solution-oriented mindset to address challenges, which may require innovation and creativity and typically involves in-depth analysis and risk assessment
• Ability to build productive business relationships with external and internal partners and work collaboratively with colleagues toward a unified vision
• Self-starter that can work independently and entrepreneurially

Application Process

Submit a resume and cover letter outlining qualifications and interest in the position by February 10, 2025. Applications are reviewed on a rolling basis. A Recruiter will contact you with next steps if you are selected for an interview.

The anticipated initial rate of compensation for this position is $85,000 - $95,000 per year. AAAS currently provides the following benefits for this position: paid vacation leave, paid sick leave, paid holidays, health insurance, flexible spending account, dental insurance, life insurance, vision insurance, retirement benefits, short- and long-term disability, each subject to the terms of the applicable program. Additional benefits may apply.

Any actual offer of employment, reflecting the total compensation package and benefits, will be made in the sole discretion of AAAS and will be based on a variety of factors, including years of experience, depth of experience, and other relevant factors. AAAS reserves the right to amend or modify its employment benefits and compensation structure at any time.

AAAS is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, gender identity, national origin, age, disability, veteran status, or other protected category. AAAS uses E-Verify to confirm the employment eligibility of all newly hired employees. No visa sponsorship is available for this position.

Search Firm and Employment Agency Disclaimer
The American Association for the Advancement of Science (AAAS) does not accept unsolicited agency resumes. Any unsolicited resumes sent to AAAS from a third party, such as an agency, including unsolicited resumes sent to an AAAS mailing address, fax machine or email address, directly to AAAS employees, or to the AAAS resume database will be considered AAAS property. Verbal or written communications from any employee of AAAS shall not be considered binding obligations. AAAS Human Resources is the only AAAS representative authorized by AAAS enter into any employment agreements with any third party. AAAS will not pay a fee for any placement resulting from the receipt of an unsolicited resume.