Reporting directly to the President and CEO, the Executive Assistant provides communication, task prioritization, project management, and complex administrative support, serving as principal aide on highly confidential matters and daily operations. The Executive Assistant also serves as a liaison to the board of directors and coordinates special projects.
Provide complex and confidential administrative assistance on the daily operations of theexecutive office
Prioritize, structure, and schedule meetings, conferences, teleconferences, travel, and other recurring or requested appointments. Respond in a timely and courteous manner to scheduling requests
Ensure President is prepared for meetings and other events by gathering relevant data, statistics, meeting materials and other pertinent information
Organize and submit the President’s receipts for reimbursement
Structure and organize shared electronic folder(s) to collaborate efficiently on communications and document preparation
Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies
Other administrative duties as assigned
Prepare a wide variety of correspondence; ensure appropriate handling of confidential materials and information
Compose memos and letters, as well as send emails on behalf of the President and CEO as needed
Ensure complete and timely response to correspondence
Maintain contact database for President
Serve as a liaison between the President and the Board
Arrange and support board committee and subcommittee meetings and conference calls
Assist with preparations for regular Board committee calls
Attend select committee meetings to take minutes, create and disseminate the minutes
Manage special projects as directed; provide support on newly developed initiatives and new efforts.
Plan and manage selected special events and projects as assigned by the President
Schedule meetings, including negotiating with hotels and restaurants, arranging meeting space, and meals
Provide light research as projects take shape
Bachelor’s degree required.
Salary commensurate with a minimum of two years of progressively responsible administrative experience.
Interest in international affairs, science and technology, and/or the arts a plus.
Strong technical skills evidenced by proficiency in common office productivity software applications (e.g., Outlook, Word, Excel, PowerPoint, Adobe Acrobat, Office 365)
Ability to handle sensitive and confidential situations and information with absolute discretion.
Effective communication skills (via phone, email and in-person)
Experience composing written communications and editing and proofreading material written by others required
Experience exercising discretion and confidentiality with sensitive information
Excellent organizational skills with an ability to think proactively and prioritize work
Competencies and Skills
Excellent verbal and written communication skills.
Ability to handle public contacts with courtesy, clarity, and diplomacy.
Strong skills in working as a collaborative member of a professional team.
Ability to take initiative and organize and complete projects with minimal supervision.
Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines
Strong problem-solving skills, and an ability to use appropriate resources to solve an issue
Ability to follow an issue through to resolution.
All inquiries will be held in strict confidence. Please send a resume and cover letter by December 22, 2017.
Additional Salary Information: Salary commensurate with a minimum of two years of progressively responsible administrative experience.
The Bulletin of the Atomic Scientists is a not-for-profit organization located in the Harris School of Public Policy at the University of Chicago that engages science leaders, policy makers, and the interested public on topics of nuclear risk, climate change, and disruptive technologies.
Founded more than 70 years ago by Manhattan Project physicists, the Bulletin is a globally recognized organ...ization that curates a highly trafficked public-access website, publishes an award-winning journal, sets the iconic Doomsday Clock, and hosts a regular set of convenings. For more than 70 years, the Bulletin of the Atomic Scientists has bridged the divide between scientific research, global security and public engagement.