EXECUTIVE ASSISTANT/OFFICE MANAGER POSITION
The candidate must have prior experience working in an administrative role in an office environment.
Ideal candidates will have the following qualifications:
- 5-7 years of office management experience.
- B.A., interest in international and U.S. politics, U.S. foreign policy and the Middle East.
- Willingness to play a supporting role to the Executive Director, Chairman, and President.
- Excellent research, analytical and communication skills. Strong writing and editing skills.
- Experience organizing and prioritizing information and tasks; ability to multi-task.
- Ability to handle management of daily, weekly, and monthly office responsibilities; ability to maintain office schedules.
- Ability to communicate with accountant, auditor, insurance brokers and vendors.
- Ability to compose, edit, type, proofread and design general correspondence, memos, charts, tables, graphs, business plans, etc.
- Expertise with internet research tools and computerized databases.
- Experience creating and maintaining digital and physical files, making travel arrangements, organizing meetings and events, managing schedules and paying bills.
- Ability to resolve issues efficiently.
- Be a flexible and enthusiastic team player.
Duties as Executive Assistant and Office Manager will include:
- Help plan and arrange large-scale events (up to 200 attendees) such as quarterly Capitol Hill Conference Series; also smaller-scale breakfast seminars, Board meetings, staff lunches, and others.
- Act as Travel Coordinator, making travel arrangements, including transportation, accommodations, itinerary, and occasional travel advances for fundraising trips.
- Able to coordinate with other organizations for event collaboration.
- Assist in selection and oversight of interns; provide orientation, assign and oversee duties, evaluate interns, and pay stipend.
- Assist the Executive Director, Chairman and President in their duties, including managing appointment schedules, travel arrangements, correspondence, record-keeping, invoices, etc.
- Research and assemble background information and materials as needed for meetings, fundraising, and other needs. Read, comprehend, and summarize reports and documents.
- Ensure work quality control by reviewing documents, reports, forms, records, or other materials for content, completeness, and accuracy.
- Help prepare various reports to donors, board members, etc. Collect information, compile into standard or nonstandard formats, print, proofread and distribute to appropriate internal staff, and manage mailing, faxing, e-mail to external recipients.
- Manage and update contact lists for surface mailings, faxes, and emails.
- Pay bills and track payments; record and file donations, royalties, and other deposits; replenish petty cash as needed.
- Maintain office database and paper filing systems for donors, office accounts, insurance policies, vendors, etc.
- Supervise outside contractors to perform services relating to the facility.
- Initiate and maintain planned maintenance programs for a variety of office equipment including copier, fax machine, office computers and server, etc. Develop standardized maintenance and preventive maintenance procedures.
- Recommend purchase of new office equipment as operation of present equipment becomes uneconomical to ensure maximum office efficiency.
- Responsible for the facilities day-to-day operations (such as supplies, recycling, heat problems, water problems, general repairs, etc.).
- Point of contact with building maintenance, landlord, security personnel and outside agencies.
- Oversee the coordination of space allocation, layout and facility expansion to include all office moves both internal and external.
- Respond to office emergencies as needed.
- Other duties as assigned.
To Apply: send a resume and optional cover letter to: Alex Deluna, ADeluna@mepc.org.
The Middle East Policy Council is an independent, non-profit, non-partisan educational organization. Founded in 1981, the mission of the Council is to foster public discussion of the political, economic, cultural and security issues that affect the policies of the United States and the Middle East. This mission is implemented through three interrelated programs: the publication of our journal Middle East Policy; our quarterly Capitol Hill Conference Series; and our Public Outreach and Education Program.
The quarterly journal Middle East Policy is the flagship of the Council’s efforts to broaden the debate on critical issues and U.S. interests in the region. Since its inception in mid-1982, the journal has been recognized as a valuable addition to U.S. policy deliberations and prescriptions. Middle East Policy presents accurate information, logical arguments, fresh perspectives, and incisive writing. These pieces have, and continue to resonate with and influence the work of others.
The Capitol Hill Conference Series began in 1993 and consists of quarterly public forums in which a panel of experts discusses critical policy issues. These half-day conferences are directed at the Washington lawmakers and opinion leaders who affect U.S. policy and relations with the Middle East and the Arab world. Video and text of the conferences are posted immediately on the Council website, and an edited version is published in Middle East Policy. Past conferences have included experts from the National Council on US-Arab Relations, the U.S. Department of State, The Council on Foreign Relations, and al-Arabiya, to name a few.
The Public Outreach and Education Program helps a broad range of citizens nationwide to better understand the Middle East, primarily through free outreach programs. These include workshops for educators throughout the nation, in-house seminars for students, faculty and other academics, and soon this will also include free online webinars about the history and importance of the Middle East.