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Job Title:
Administrative Associate
Job ID:
12459388
Job Function:
Experienced
Full/Part Time:
Full-Time
Regular/Temporary:
Regular
Job Category:
Program Administration
Location:
Washington, DC US
Business Unit:
Enterprise Strat & Innovtn Grp
City:
Washington
Business Unit Description

AARP is a nonprofit, nonpartisan organization, with a membership of nearly 38 million that helps people turn their goals and dreams into 'Real Possibilities' by changing the way America defines aging. With staffed offices in all 50 states, the District of Columbia, Puerto Rico, and the U.S. Virgin Islands, AARP works to strengthen communities and promote the issues that matter most to families such as healthcare security, financial security and personal fulfillment. AARP also advocates for individuals in the marketplace by selecting products and services of high quality and value to carry the AARP name.  As a trusted source for news and information, AARP produces the world’s largest circulation magazine, AARP The Magazine and AARP Bulletin.


Summary Statement

Provides direct and highly responsible administrative, operational and project management support for the SVP of Enterprise Strategy and the enterprise strategy function.


Responsibilities

Provides assistance with day-to-day operations of the Enterprise Strategy department.

Provides highly responsible management support by identifying and researching problems, questions and issues related to office functions and procedures.

Trouble-shoots operational problems, provides assistance to staff, and suggests alternatives to make processes more efficient and achieve desired project outcomes.

Leads the meeting logistics and set-up for Enterprise Strategy department meetings, which may be held in-person or remotely via videoconference.

Performs complex scheduling that often involves coordination of calendars for several individuals. Completes scheduling tasks in a fast-paced environment, taking initiative to resolve conflicts and identify and confirm meeting times that are amicable to required participants.

Prepares expense reports, makes travel arrangements and prepares monthly tracking reports in compliance with AARP’s Travel and Expense policy.

Supports financial processes including budgeting, forecasting, invoice processing, and tracking vendor performance against deliverables.

Creates templates, formats, and reports to support management process and information needs. Prepares and reviews documents for accuracy, appropriateness, and consistency of message.  Writes correspondence, documents and responses to internal requests.

Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

Regularly uses software technologies and tools, including Doodle polls and Microsoft Office. 

Works collaboratively across the Enterprise, and with outside partners and vendors as directed to provide needed services in an expeditious and effective manner. 

Strong Communicator/Writer –Effectively conveys information verbally and in writing. 

Flexible/Adaptable/Able to Manage Multiple Priorities – Flexible team player who thrives in a fast-paced environment requiring an ability to effectively prioritize and juggle multiple concurrent projects.

Exceptional Interpersonal Skills – Strong ability to relate with the Executive Team members’ office and staff, leadership team and other Enterprise key personnel. 

Proactive and Quick-Thinking – Ability to “see around corners,” and identify and mitigate potential issues as well as think quickly on their feet.

Highly Organized and Detail-Oriented – Strong organizational skills and an ability to focus on the details are critical skills to ensure success in this high-pressure environment.

Self-Motivated/Ability to Work with Little or No Supervision – Ability to take the initiative with minimal supervision, but also recognizes when “consultation” is required/necessary.

Sophisticated Judgment and DiscretionWill be privy to information that must be protected, so being able to maintain confidentiality and exercise sound judgment and discretion is essential.

This position interacts regularly with CEO’s office, Executive Team, the Leadership Team and other essential individuals across the enterprise.

This position is integral to the efficient and effective functioning of the Enterprise Strategy team. 


Requirements

Completion of an Associate’s degree in Business or a related field

4+ years of related experience desired; or an equivalent combination of training and experience related to the duties of the position. 

Position requires good interpersonal skills, ability to inform, educate and work with others at all levels; attention to detail.

Effective oral and written communications skills; creativity, adaptability and flexibility in dealing with programmatic options. 

Must be a team player.

 

Preferred experience

Complex scheduling of meetings and coordination of schedules among large groups of busy executives

Proficiency in online expense reimbursement software such as Concur or Oracle-based systems

·Mastery of Microsoft applications (Outlook, Excel, Word)


Benefits Offered

 AARP offers competitive benefits with a 401K, 100% company funded pension plan, health, dental, vision and life insurance, STD/LTD, paid vacation and sick, and other benefits.


Equal Employment Opportunity

AARP is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.  AARP does not discriminate on the basis of race, ethnicity, religion, sex, color, national origin, age, sexual orientation, gender identity or expression, mental or physical disability, genetic information, veteran status, or on any other basis prohibited by applicable law.


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