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Executive Assistant & Office Manager

  • Full Time
  • Washington, DC
  • $78,540-$93,540 USD / Year
  • Salary: $78,540-$93,540

Website ideas42

Role and Responsibilities  

ideas42 has a clear mission: to use our unique experience as a nonprofit at the forefront of  behavioral science to change millions of lives. We create innovative solutions to tough problems in economic mobility, health, education, safety and justice, consumer finance, energy efficiency and international development. You will work closely with our Executive Director and serve as their “right hand” to provide administrative support. This role will also include reception and general office management duties for our Washington DC office. We offer a dynamic and unique working environment, with a team of highly accomplished individuals who are seeking to make a powerful and positive impact in the world.

Your responsibilities will include:

  • Executive support and calendar management will occupy roughly 80% of your time and effort. This includes: Heavy calendar management. You will fully own and manage the calendar for the Executive Director. This includes helping to optimize the use of his time by scheduling work blocks, as well as coordinating internal and external meetings.
  • Assist with scheduling senior team meetings, all-team meetings, trainings and events, retreats, etc.
  • Write email correspondence on behalf of the Executive Director related to scheduling and basic communication needs.
  • Keep contacts details up-to-date, entering and retrieving data from Salesforce, keeping track of interactions and follow-up items.
    Assist with travel arrangements (both domestic and international). This includes presenting flight and hotel options, booking the travel and preparing and entering all logistical information into the Executive Directors calendar and deal with any necessary unexpected issue that may arise during travel.
  • Track expenses and prepare expense reports on behalf of the Executive Director.
  • Assist as necessary with the preparation of reports and compliance requirements.
  • Work closely with the Chief of Staff to assist with a wide-ranging portfolio of internal projects to improve the operations of the business.
  • Office Management: Assisting with the running the DC office. The office management part for the role will occupy roughly 20% of your time and effort. Tasks may include:Serve as front desk face of the organization in the DC office, handling general inquiries (via phone and email), greeting visitors, accepting package deliveries
  • Ordering office supplies, equipment, computers, snacks, coffee, and refreshments
  • Ensuring the DC office is a well-organized workplace, with the technology in place for the DC team to work effectively. Ensures all conference rooms’ technology equipment and adapters allow team members to seamlessly walk into a room and begin working or conducting a video meeting.
  • Identifying opportunities to improve the office environment, in look and feel, and how the team does its work.
  • Occasionally work with affiliates of ideas42 with hosting external events at our DC office, booking meetings, luncheons, or act as additional support for special events.

Qualifications 
Minimum qualifications 

  • At least five years of experience of executive support. Note: comprehensive experience of calendar management & arranging travel or clear ability to prove you would succeed at calendar management & arranging travel is a strict requirement.
  • High level of proficiency with MS Office, Google Business Apps, SalesForce, and Zoom conferencing systems.
  • A natural problem-solver with excellent prioritization skills, successfully managing competing priorities and multiple deadlines, with high attention to detail.
  • Superb interpersonal and communication skills (written and oral) and experience with relationship management.
  • Strong attention to detail, meticulous management of large tasks list, with adeptness to juggle task prioritization as new tasks come in while ensuring no tasks fall through the cracks.
  • Ability to work independently, while retaining a positive attitude and approachable demeanor.
  • Proactive self-starter who displays ownership for all responsibilities and more.
  • A strong level of discretion and judgment when dealing with sensitive or confidential
  • Willingness to work hard to help the organization succeed.
  • Expectation is that the person is in the DC office a minimum of 9 am to 5 pm Monday at least 3 days per week, and has the ability to work on a flexible schedule when required by workflows, which will include occasional evenings and weekends.

Preferred qualifications 

  • Bachelor’s degree and strong academic record preferred, but not mandatory.
  • Strong computer and IT support skills and a willingness to take on additional IT-oriented tasks.
  • Interest in behavioral science and the ideas42 mission.

About ideas42 

We’re a non-profit looking for deep insights into human behavior—into why people do what they do—and using that knowledge in ways that help improve lives, build better systems, and drive social change. Working globally, we reinvent the practices of institutions, and create better products and policies that can be scaled for maximum impact.

We also teach others, ultimately striving to generate lasting social impact and create a future where the universal application of behavioral science powers a world with optimal health, equitable wealth, and environments and systems that are sustainable and just for all.

For more than a decade, we’ve been at the forefront of applying behavioral science in the real world. And as we’ve developed our expertise, we’ve helped to define an entire field. Our efforts have so far extended to 40 countries as we’ve partnered with governments, foundations, NGOs, private enterprises, and a wide array of public institutions.

We value diversity and inclusion and are dedicated to growing our teams with people who have diverse experiences, backgrounds, and skills. We are committed to fair and unbiased hiring practices that support equal employment opportunities regardless of race, color, ancestry, religion, ethnicity, gender, national origin, age, abilities, sexual orientation, or veteran status.

Working with Us 

We are a culture-first organization where rules or processes do not take precedence – people and their ability to make well-reasoned decisions do. You’ll find that our team members are deeply caring, smart, and both tenacious and rigorous in their work. We are committed to building an inclusive team that represents a variety of backgrounds, perspectives, beliefs, and experiences.

Our core values are at the heart of everything at ideas42:

We live and breathe what we do. We look at everything through a BEHAVIORAL LENS.
We take OWNERSHIP. We don’t just work at ideas42, we take shared responsibility for it.
We DO GOOD. We use our expertise to improve millions of lives and create a better world for all.
We have fun. We let PLAYFULNESS inform the way we work and our approach to the world, helping to drive our creativity and improve our solutions.
We live with a SPIRIT OF GENEROSITY. We approach our colleagues, partners and people whose lives we seek to improve with an attitude of selflessness and cooperation.
We are TENACIOUS. We never take the easy route, but push to stretch the limits of what’s possible.
We are RIGOROUS in how we think and how we tackle problems.

Benefits

We hope that you are excited by the opportunity to work with us. We are proud to offer a comprehensive and behaviorally designed benefits package and other perks to support our team and allow us to focus on our work of solving tough social problems.

Insurance: We offer fully-covered medical, dental, vision, disability, and life insurance coverage for you and your families.
401(k) Match: We contribute 3%, even if you don’t contribute at all.
Generous Vacation and Paid Time Off: We’ve built infrastructure to encourage our team to rest and recharge throughout the year.
Paid Parental Leave
Fitness benefits
Dependent Care Accounts
Phone benefits including reimbursement towards a new smart phone
Professional Development fund
Loan Forgiveness: Based on our 501(c)3 status, you are able to receive loan forgiveness under the Public Service Loan Forgiveness Program.

Application Process Overview

The ideas42 application process has four stages:

  • Application: Submit your application and resume
  • Case Study: Selected candidates will receive a short assignment, to be completed over approx. 1 week
  • First Round Interview: Selected candidates will be invited to interview with an ideas42 program team member
  • Final Round Interview: Selected candidates will be invited to interview with an ideas42 senior team member. References will also be requested and contacted during this time.

To apply for this job please visit grnh.se.