Executive Assistant

Job Description

The Executive Assistant will provide administrative support to the Executive Vice President and the Vice President for Program Management and Evaluation in the Executive Office. This position requires that the candidate demonstrates a mature level of discretion, confidentiality, and trustworthiness in the workplace.

Job Posting Date: May 30, 2013

Job Closing Date: June 15, 2013

Job Responsibilities

Coordinate, update, and maintain executive calendars and scheduling for meetings, appointments, travel, and visits to field or operating units.  

Make travel arrangements and prepare appropriate itineraries.  

Administer reimbursements and assist with the time management and schedule.·        

Manage contacts and monitor e-mail and other types of correspondence (confidential and routine) for action items.  

Use appropriate professional judgment to keep Executive Officers abreast of any changes, issues, or concerns that may impact daily activities and/or schedules. 

Accept and screen calls for the Executive Office and ensure appropriate follow-up occurs.  

Coordinate office activities and communications on behalf of the Executive Staff.  

Manage and process expense reports for review and payment.  

Manage purchases for the office, including supplies and meals as necessary.    

Assist other Executive Staff with administrative issues and preparation of Board materials.

Conduct reference research and prepare reports. 

Prepare for and escort visitors as needed. 

Perform other duties as assigned. 

Job Qualifications

Bachelor’s degree is required in a related field.  

At least one to two years of work experience is required. 

Experience supporting a top level executive is preferred.  

U.S. government/interagency experience preferred.

Must have strong interpersonal skills.

Must have excellent writing and editing skills.

Excellent communication skills, competent phone manner, and professional demeanor required. 

Must have experience managing databases.  

Knowledge of design and desktop publishing a plus.

Must have strong computer skills in word processing, database, and spreadsheet, HTML, and Internet navigation.

Must have strong organizational skills and multitasking abilities.

Must have the ability to work independently in a complex environment.      

Applicants must be U.S. citizens or nationals of countries listed in our Foreign Hiring policy.  

How to Apply

To be considered for this position, please submit a complete application package through the USIP HR portal consisting of:

1. Cover letter

2. Resume

 If a link does not appear on your screen to "Complete your Application", please go to  www.usip.org/work-us to submit your cover letter and resume.

 If you are having problems submitting your online application, please call 617-938-3801 or send an email to support@hrmdirect.com. Do not send resumes or attachments to this email address.

For questions about this position please email recruitment@usip.org. Do not send resumes or attachments to this email address.

Only those applicants that are selected for further discussions will be contacted. 

No Phone Calls. Interviews will be scheduled by appointment only. 

Employment with USIP is not employment with the US Government.


The United States Institute of Peace is an independent quasi-federal institution established and funded by the U.S. Congress to:

Prevent and resolve violent international conflict; Promote post-conflict stability and development; Increase peacebuilding capacity, tools, and intellectual capital.

The Institute accomplishes its mission through direct engagement in peacebuilding efforts around the world, and by empowering others with knowledge, skills, and resources.