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Executive Assistant, State Advocacy Programs

May 13, 2022


SUMMARY DESCRIPTION

The Executive Assistant, State Advocacy Programs is a high-level, administrative and program support position for the Campaign for Tobacco-Free Kids’ State Advocacy Program. 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, reports directly to Vice President State Advocacy. This is a D.C. based position. The organization operates under a Hybrid Model with work time in the office and at home. Proof of full Covid-19 vaccinations required.

PRIMARY DUTIES

General Administrative and Operational Support

  • Process contracts and maintain contract files,
  • Process check requests, invoices, and vendor payments,
  • Assists with coordination of organization-sponsored events,
  • Coordinates internal and external meetings,
  • Coordinate travel and lodging,
  • Maintain appropriate database systems for state advocacy as required,
  • Assists with strategic projects,
  • Process a variety of complex reports and memoranda, and
  • Assist in gathering, managing and organizing support information.

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 department.
  • 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.

Why join CTFK team?

You will be a part of a respected global health advocacy organization that works to save lives around the world through effective public health policy change. Our generous benefits package includes:

  • 100% company paid health, vision, and dental for you; 70-80% contribution to these coverages for your dependents.
  • Paid parental leave benefits (4 weeks paid maternity/paternity leave) in addition to federal and local leave provisions.
  • 403b plan participation (with 9% company contribution)
  • 10 paid company holidays, 15 vacation days, 10 sick days and 5 personal days (on an accrual basis each calendar year)
  • A hybrid work schedule (work days in office; work days remote)

HOW TO APPLY

Your application should include a short cover letter and resume. Also, please include your potential start date and salary requirement in an email to: jobs@tobaccofreekids.org. Please reference the position code: EA/SA/04 in the subject line of your email. No Phone calls please. Resumes will be accepted until the position is filled.

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