Executive Assistant, U.S. Programs

Jul 8, 2019

Summary Description 

The Executive Assistant, US Programs is a high-level, administrative and program support position for the Campaign for Tobacco-Free Kids’US Programs including: State Advocacy, Communications, and Research.  Duties are administrative, operational, and project-based and often focus on demanding timelines and competing priorities. This position provides key support for contract coordination including processing and oversight, scheduling travel, meeting management, handling information requests, preparing reports and correspondence, processing invoices and payments, and liaison with staff, consultants, partners, media, local and regional legislative leaders and their staff.  Additionally, the EA has the opportunity to coordinate projects that may include research and reporting. 

This position is often privy to confidential information and as such, requires maturity, diplomacy and discretion.  Success necessitates having a good understanding of the expanding goals and priorities of US Programs. This position requires excellent organizational skills, excellent writing and communication skills, and the ability to ensure the smooth operation of each key US program.  The aptitude to work effectively and to operate with calm, clarity and confidence is a must. The Executive Assistant, US Programs reports directly to Vice President State Advocacy and works in conjunction with the VP’s US Communication and US Research.  


Primary Duties

General Administrative and Operational Support

  • Coordinates internal and external meetings, 
  • Coordinate travel and lodging, 
  • Maintain appropriate database systems for state, communications or research as required,

External Relations

  • Manage contacts with consultants, vendors, media, and partners, including arranging meetings, conference and other calls. Acting as a first point of contact for the VP’s, 
  • Prepare pre and post correspondence for external relations purposes, 
  • Prepare meeting notes and monitor action items from team meetings,
  • Provide assistance on projects or for securing information, and 
  • Maintain files as they relate to outreach and external relations networking. 


 Additional Responsibilities

  • Provide back up to the receptionist on a scheduled basis as well as on an as-needed basis.  This includes greeting guests, answering phones, fielding general inquiries about the work of the Campaign, serving as an ambassador for the Campaign, scheduling conference rooms, and accepting packages or other deliveries.
  • Perform other duties as directed by the VP State Advocacy. 


 Requirements

  • Demonstrated success in working for top executive or multifaceted program heads, 
  • Meticulous attention to detail with heavy contract management,
  • Able to shift gears and reprioritize with constantly changing demands,
  • Solid knowledge of administrative and clerical procedures and systems, 
  • Knowledge of and proficiency with a variety of computer software applications including Microsoft Office, 
  • Proficiency with travel arrangements and planning,
  • Ability to interact and communicate with individuals at all levels both inside the Campaign and externally,
  • Ability to maintain the confidentiality of information received,
  • Ability to take initiative and work independently,
  • Ability to be flexible, positive, and thoughtful with good energy,  
  • College Degree required, and  
  • (5+) years administrative experience at the senior level or combined related experience. 


TO APPLY

To apply for this position, please email a cover letter, including salary history, and attach your resume to: jobs@tobaccofreekids.org.  Please reference the position code: EAUS Programs in the subject line of your email.  Resumes will be accepted until the position is filled. No Phone calls please. 

The Campaign for Tobacco-Free Kids is an Equal Opportunity Employer and welcomes applications from individuals who will contribute to its diversity.

The Campaign for Tobacco-Free Kids is a leader in the fight to reduce tobacco use in the United States and around the world. By changing public attitudes and public policies on tobacco, the Campaign works to prevent kids from smoking, help smokers quit and protect everyone from secondhand smoke. A non-profit organization established in 1996, the Campaign works with more than 130 organizational partners, including public health, medical, education, civic, corporate, youth and religious organizations. The Campaign does not accept any government or tobacco industry funding.