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Job Title:
Executive Secretary
Job ID:
12458797
Job Function:
Experienced
Full/Part Time:
Full-Time
Regular/Temporary:
Regular
Job Category:
Administrative
Location:
Washington, DC US
Business Unit:
Policy, Res & Interntnl Affair
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

Policy, Research and International Affairs (PRI) serves AARP by leading the development and articulation of AARP’s public policies, research and insights on the 50+ and issues that matter to them, importing best global practices, and strengthening AARP's reputation for world class expertise and thought leadership.



Responsibilities

Specific responsibilities of this position include:

  • Provides day-to-day administrative support for the Senior Vice President (SVP) of the Public Policy Institute and designees as assigned.  During periods when the SVP is absent or unavailable, monitors office activities and refers requests for action/information to appropriate personnel.
  • Reads, screens, and prioritizes incoming mail.  Refers appropriate mail/information directly to the SVP, and routes other mail or information to members of the SVP’s staff for review or action prior to submission to the SVP.
  • Monitors SVP’s schedule to ensure timeliness and informs participants should delays occur.
  • Prepares materials in advance of meetings, ensures SVP is apprised of appointments and related topics. 
  • Manages calendar of SVP
  • Makes arrangements for travel and hotel accommodations for SVP
  • Arranges schedule of visits
  • Prepares and submits expense reports, and oversees process to ensure completion
  • Coordinates and schedules PPI management team meeting and other key meetings, including agenda development, drafting minutes and noting action items.
  • Reviews and proofreads outgoing correspondence, reports, etc.  Checks format, grammar, and punctuation. Makes corrections as needed. 
  • Composes administrative correspondence based on verbal and/or written instructions. 
  • Tracks action items and reminds staff of deadlines
  • Handles and processes sensitive and confidential matters.
  • Serves as resource to other administrative staff concerning format, office procedures, and standard business practices
  • Helps coordinate several projects and internal processes, assisting project team with meeting timelines, including GATES, Home Alone Alliance, Caregiving, Center to Champion Nursing in America, LTSS State Scorecard, and other projects as assigned.
  • Provides backup administrative and calendaring support to department vice presidents, directors and other staff as needed
  • Other duties as assigned


Requirements

  • Completion of a bachelor’s degree and three or more years of demonstrated experience; or an equivalent combination of training and experience related to the duties of the position. 
  • Advanced proficiency in Word, PowerPoint, Excel and electronic communication.
  • Knowledge of and interest in public health and policy. 
  • Exceptional communication and interpersonal skills
  • Demonstrated ability to produce high quality, well formatted, professional work products
  • Ability to adapt to a dynamic environment with rapidly changing priorities
  • Demonstrated ability to work effectively with all levels and across multiple departments.


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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