Executive Assistant

TITLE: Executive Assistant

REPORTS TO: President & CEO

For over four decades, the Inter-American Dialogue has worked with governments, multilateral organizations, civil society structures, the private sector, and other key stakeholders to impact policy debates, devise solutions, and enhance collaboration to unlock meaningful change in the Americas. We build networks of cooperation and action to strengthen democratic resilience, shared prosperity, social inclusion, and sustainable development across the Western Hemisphere.

The Dialogue sets itself apart by the reach of our influence, the quality of our analysis, and our unique identity as a truly hemispheric organization. Based in Washington, DC, we conduct work throughout the Americas in partnership with leading institutions in areas of crucial importance, such as education, the rule of law, the energy transition and climate, migration, and the region’s relationship with the rest of the world, particularly Asia.

JOB DESCRIPTION:

The Executive Assistant to the President & CEO supports the President’s in-person engagement with internal and external stakeholders, public speaking and events, and travel. The Executive Assistant provides administrative, logistical and communication support to the President including scheduling, travel, correspondence, expenses, briefings, office management and other tasks, as requested.

This is a hybrid position based in Washington, DC.

SPECIFIC RESPONSIBILITIES INCLUDE:

• Work under the President’s guidance to manage her time in accordance with her priorities:
  • Manage the President’s calendar;
  • Plan appointments, meetings, and events, ensuring that all logistical arrangements are made and relevant information is conveyed to the President in a timely manner;
  • Ensure required participants can attend and that any needed materials are prepared and provided to the President and others in the format and timeline requested;
  • Keep the President on schedule by providing reminders and adjusting schedules as needed;
  • Optimize the President’s time by reading, researching, collecting and analyzing information as needed, in advance;
  • Maintain the President’s contacts and track meetings in customer relationship management (CRM) database;
• Prioritize and manage President’s communications:
  • Act as central point of contact for President with people inside and outside the organization, providing information and handling inquiries;
  • Handle email, phone, and other communications as directed by the President, to include directing inquiries to appropriate colleague, initiating/replying to communications on the President’s behalf, or drafting communications for the President;
  • Manage invitations and requests for meetings, and based on guidance from the President, prioritize and respond appropriately;
  • Greet the President's visitors, offering refreshment and directing them appropriately;
• Organize the President’s travel, including itinerary planning, briefing materials, flights, accommodations, and ensuring smooth logistical arrangements;
• Organize internal and external events, from logistics to execution, to support the President;
• Draft materials and correspondence, take minutes during meetings, handle other administrative writing needs as directed;
• Organize and maintain the paper and electronic office filing system;
• Prepare expense reports, invoices, payments and other paperwork on behalf of the President;
• Act as an office manager by keeping up with office supply inventory and maintaining vendor relationships;
• Manage sensitive matters with a high level of confidentiality and discretion.

QUALIFICATIONS:

• At least five years of relevant work experience;
• Experience serving as an assistant in an executive office and/or providing close support to a high-level principal;
• Fluency in Spanish and English is required, Portuguese a plus;
• Superior organizational skills, especially for time-management, record-keeping, and information-sharing in a collaborative work environment;
• Clear, concise, and professional written and oral communication;
• Ability to prioritize, problem-solve, and exercise judgment in line with guidance provided by principal and other senior executives;
• Consistent commitment to confidentiality and discretion;
• Ability to take initiative, anticipate needs, and escalate situations appropriately;
• Strong IT skills, including proficiency with Microsoft Office and social media platforms. Experience with customer relationship management (CRM) software (Raiser’s Edge) a plus;
• High school diploma required, bachelor’s degree preferable.

Compensation: Salary US$55,000-$60,000 commensurate with experience. Comprehensive benefits package.

The Inter-American Dialogue is an equal opportunity employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation or any other legally protected status.

For consideration, please submit the following documents in ONE email to jobs@thedialogue.org: your resume, a cover letter, one writing sample in English, and one in Spanish. In your cover letter please include how you heard about this position. Please indicate your last name and the position for which you are applying in the subject line. No phone calls, please. Position will be open until filled.