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Executive Assistant, Overdose Initiative

Oct 21, 2021


Summary Description

The Executive Assistant (EA) Overdose Initiative is a high-level, administrative and program support position for the Campaign for Tobacco-Free Kids (CTFK). The Overdose Initiative is a program of the Global Health Advocacy Incubator (GHAI) which includes: Federal Advocacy, Communications, and Research.  EA 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, and legislative leaders and their staff.   Additionally, the EA has the opportunity to coordinate projects that may include research and reporting.

This position requires maturity, diplomacy and discretion.  Success necessitates having a good understanding of the expanding goals and quickly embracing the priorities of the Overdose Initiative. This position requires excellent organizational skills, excellent writing and communication skills, and the ability to ensure the smooth operation of the Initiative.   The aptitude to work effectively and to operate with calm, clarity and confidence is a must. The Executive Assistant reports directly to Project Director and works in conjunction with the Initiative’s Director of Media and other team members.   

This position is based in Washington, D.C. Currently, all staff are working remotely with reentry to the Washington office expected in January, 2022 under a hybrid-work model.   Full vaccination against COVID 19 is required with only medical or religious exceptions.

Primary Duties

  • General Administrative and Operational Support;
  • Coordinate internal and external meetings;
  • Coordinate travel and lodging;
  • Track lobbying activities;
  • Maintain appropriate database systems for legislation tracking, 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 Project Director;
  • Prepare 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 Overdose Initiative, serving as an ambassador for the Initiative.
  • Perform other duties as directed by the Project Director.

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  
  • (3-5+) years administrative experience or combined related experience.

How to Apply 

To apply for this position, please email a cover letter, resume and salary expectation to: jobs@tobaccofreekids.org. Please reference the position code: EA/GHAI/15 in the subject line of your email.  Applications 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 Global Health Advocacy Incubator, a program of the Campaign for Tobacco-Free Kids, advances public health policies to build a healthier and safer world. Drawing on our extensive global experience, we offer strategic support to develop and execute advocacy campaigns to pass laws and policies that save lives.