APCO Worldwide, a global communications consulting firm with offices across the globe is looking for a high-performing Executive Assistant to join its Washington D.C. office to support one of our key executives. This position will play an instrumental role in supporting our executive and their office, handling a wide range of responsibilities to maximize their time and effectiveness. The ideal candidate will be a career Executive Assistant with a wealth of experience supporting senior executives.

Life in a consulting environment can be hectic and there is rarely enough time in the day. You will serve as a buffer for the busy executive in a fast-moving environment and help drive their day-to-day activities by easing their administrative burdens. If you excel at bringing the calm and keeping it cool while delivering top-notch executive-level support, then we are looking for you.

This role will be responsible for proactively managing calendars, organizing folders and maintaining contact books, compiling briefing books, scheduling travel, preparing for meetings, liaising with external contacts on speaker events and conference attendance and working closely with key internal stakeholders.

Responsibilities

Proactive calendar management/meeting set up:

• Schedule calls and meetings (adjusting as conflicts arise), responding to staff requests for time with our executive, taking information from company announcements to holding time for key company announcements/town halls/performance reviews
• Schedule staff reviews for direct reports and support on our performance management appraisal by collecting names of contributors for reviews and input into our system to initiate the review process
• Reserve conference rooms for meetings, as needed, and organize refreshments with APCO event coordinator
• Manage guests coming into the office (meeting and greeting them and registering their names with office management for entry)
• Manage incoming calls into the office and flagging important ones or directing them to the right APCO person
• Assist with organizing dinners being hosted by our executive for clients and staff
• For Executive Meetings:
  • Coordinate with senior executives on getting materials organized
  • Finalize the agenda with executives and C-Suite
  • Send out Zoom calendar notices with meeting dates
  • Organize in-person meetings (liaising with APCO event coordinators for internally held meetings, and arranging external meetings including budget sign-off, invite lists etc.)

Travel:

• Manage and arrange end-to-end travel:
• Arrange and support on all travel
• Working with our travel booking system/agents on airline and train tickets along with booking accommodation

File Management:

• Maintain folders and compile briefing books with materials pertaining to upcoming meetings and sharing these with relevant stakeholders as necessary executive
• Maintain contacts in Outlook and our master announcement, holiday card, and event lists, regularly updating the relevant contacts in each as staff collects them when traveling with our executive

Financial Responsibilities/Financial System Management:

• Set up vendors in the system for various organizations and consultants
• Create purchase orders once the vendors have been set up
• Submit invoices from the vendors based on the purchase orders created
• We are a timecard business, so you would also be responsible for entering our executive’s time into the system, managing their expenses through it and for approving time, expense and leave requests for our executive’s direct reports

Additional responsibilities:

• Forward emails from executive’s inbox to staff as needed for their information or action
• Compiles a daily to-do list via email
• Process manager for preparing our executive for internal processes (like performance review) or prepping for external events (like conferences)

Desired experience:

• Solid EA experience, ideally gained working at C-Suite level
• Excellent organizational experience
• Proactive and great intuition
• Familiarity with both PCs and Apple technology (iPhone/iPad)
• Ability to communicate across multiple platforms (WhatsApp, Zoom, MS Teams)
• Basic process management experience

APCO Worldwide, named one of the “Top Places to Work in PR” by PRNews, offers a collegial work environment, countless training and development opportunities, and a competitive compensation and benefits package.