The Reagan-Udall Foundation for the FDA (FDA’s Foundation) is seeking an Executive Assistant with an interest in joining a small and growing team and a willingness to stretch and take on additional tasks as needed. This position would be ideal for a motivated individual interested in expanding their skills and growing their career.

The Executive Assistant will perform a broad range of administrative tasks to support the Chief Executive Officer (CEO) and other senior staff, including scheduling and calendar management, meeting support, and communications with Board members. The ideal candidate will be comfortable working independently and taking initiative to complete duties and anticipate upcoming tasks. Strong inter-personal skills and an ability to prioritize and multi-task with accuracy, speed, and enthusiasm are essential.

Duties and Responsibilities:

  • Provides a variety of administrative tasks for the CEO
  • Serves as primary contact for CEO and routes/screens office inquiries as necessary
  • Manages an extremely active calendar of appointments, coordinates scheduling efforts amongst multiple parties
  • Plans, coordinates, and ensures CEO’s schedule is followed
  • Assists CEO and staff in set up meetings and troubleshooting on online conferencing platforms, particularly Zoom.
  • Maintains a detailed record of CEO’s activities including meetings, travel, media contacts, boards, etc.
  • Provides scheduling and other administrative support to the Chief Operating Officer (COO) and other senior staff
  • Prepares credit card reconciliation reports and expense reports on a monthly basis for staff and Board members as requested; track CEO and Board expenses and retain relevant documentation for reports
  • Composes and prepares correspondence that is sometimes confidential
  • Drafts and edits communications materials, including reports, newsletter articles, summary documents, fact sheets, and conference materials with strong attention to detail
  • Arranges travel plans and maintains itineraries and agendas
  • Communicates directly and on behalf of the CEO with Board members, donors, staff, and others, on matters related to programmatic initiatives
  • Interacts with staff to direct flow of information and assists staff with tasks as requested
  • Prioritizes conflicting needs, expeditiously, and proactively
  • Coordinates and plans meetings and events, including assisting with speaker recruitment, and preparation of meeting materials and talking points
  • Assists in fundraising efforts, stakeholder engagement, and event planning, leading tracking and reporting efforts and adhering to project schedules
  • Addresses and routes inquiries regarding Foundation programs and activities
  • Maintains filing system, including the cloud-based document management system (Box.com), updating relevant documents and regularly archiving other materials  
  • Maintains the Foundation’s online contact management system (Salsa) and prepares email correspondence using this system
  • Assists with IT needs of the CEO
  • Prepares ad hoc presentations and reports
  • Researches project-specific material upon request
  • Assists with special projects
  • Maintains confidentiality of information
  • Serves as an external point of contact for the Foundation with officials at government agencies and other stakeholders
  • Greets office visitors
  • Updates and organizes standard operating procedures (SOPs)
  • Maintains conference room calendar and ensures conference room is prepared for meetings and guests
  • Performs other duties as assigned

Board Support and Liaison:

  • Serves as the administrative liaison to the Board of Directors
  • Schedules and manages logistics of Board meetings and calls
  • Develops Board and committee minutes
  • Prepares and distributes Board documents and communications
  • Maintains discretion and confidentiality in relationships with Board members
  • Must exhibit poise, initiative, discretion, and mature judgement

Qualifications:

  • Bachelor's Degree required
  • Minimum of five years of experience in administrative or executive support

 Desired Skills and Competencies:

  • Ability to maintain a high degree of professionalism, diplomacy, and patience
  • Proven ability to adapt to competing demands
  • Strong skills in reasoning analytically, managing projects, performing research, and managing records
  • Attention to detail and excellent organizational skills
  • Expert level written and verbal communications skills
  • Ability to keep sensitive information confidential
  • Plan and execute diverse tasks simultaneously
  • Proficiency with MS Office (Word, Excel, Access, PowerPoint and Outlook) and relevant web-based software applications (e.g., WebEx, Zoom, Salsa, etc.), are required with an aptitude to learn quickly more advanced features, versions and other software
  • Highly resourceful team player with the ability to be extremely effective independently
  • Ability to work with a variety of people in a fast-paced environment such as executives, board members, government officials, and other stakeholder groups
  • Ability to solve problems, propose solutions, prioritize, and multi-task
  • Must be reliable, creative, flexible, and self-motivated
  • Interest in the following is strongly desired: activities of the FDA (e.g., drug and medical product safety, food safety), public health, scientific and technical disciplines related to health, science communication and education, public-private partnerships