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Senior Administrative Assistant
Title: SENIOR ADMINISTRATIVE ASSISTANT - PROGRAMS

JOB PURPOSE: To provide administrative support to Programs & Policy Department leadership
SUPERVISOR: Vice President for Program Strategy
SALARY RANGE: $48,000 - $56,000
FTE/PTE: FTE
EXEMPT/-EXEMPT: Exempt
POSITION LOCATION: Washington, DC
TRAVEL: Not Required

ABOUT AIDS UNITED
AIDS United’s mission is to end the HIV epidemic in the US through strategic grantmaking, capacity building, and policy and advocacy. AIDS United (AU) bridges policy with grantmaking and capacity building; linking the world of HIV service and community-based organizations with the public health, healthcare, advocacy and social justice communities to respond to the domestic HIV epidemic. AU is committed to ensuring our staff, Board of Trustees and consultants reflect the full diversity and range of communities most affected by the HIV epidemic. Organizational leadership consists of long- term HIV survivors, MSM of color and women of color. Staff reflects a range of people living with HIV; same gender loving men and women; MSM of color; women of color and people of trans experience. This diversity and representation demonstrate AU’s dedication to valuing life experiences of staff as equally important to professional experiences when building our organizational capacity.

POSITION DESCRIPTION

AIDS United seeks an experienced, mission driven and action-oriented person to provide administrative support directly to the Vice President for Program Strategy, and as-needed support to the Vice President of Policy and Advocacy. Under the guidance of the Vice President for Program Strategy, the Senior Administrative Assistant will work as part of a team to provide administrative and programmatic support across multiple program areas that advance a social-justice approach to address HIV; and support our responsive programming, capacity building and grantmaking activities. Primary duties will include administration support, logistics coordination, data management, communications, and recordkeeping. This includes but is not limited to organizing and coordinating internal and external communications, travel logistics, scheduling and coordinating meetings. The ideal candidate is self-motivated, organized, flexible and solutions oriented. The Senior Administrative Assistant for Programs must thrive in a mission-driven and constituent-oriented environment and demonstrate integrity in handling sensitive information and communications.

KEY RESPONSIBILITIES
The Senior Administrative Assistant provides effective executive support with key areas of responsibility including:

Scheduling and Calendaring – 45%
  • Uses strategy and efficiency to plan, coordinate and manage the Vice President’s complex schedule of meetings, day to day activities, deliverables and travel; ability to understand and prioritize requests for the Vice President’s time and presence to ensure important requests are being addressed quickly
  • Prepares or assembles necessary documents for meetings and coordinates with staff and partners to ensure relevant follow up actions are taken
  • Makes all travel arrangements, including flight, ground transportation and lodging for the Vice President, and Program leadership as needed, as well as manages expense reports and reimbursements
  • Ensures the Vice President is well informed and equipped daily for success in meetings, engagements, commitments and responsibilities, with great attention to detail

Administrative Support and Management – 35%
  • Attentively supports internal department meetings by overseeing logistics, briefing all parties regarding relevant content and issues, prepping materials and composing and distributing notes
  • Adeptly creates and/or edits key written communications to staff and external stakeholders
  • Monitors and manages the Vice President’s email account and other records/files including routinely reviewing email and written requests and responding/forwarding/flagging for action accordingly
  • Researches, prioritizes, and follows up on issues and concerns addressed to or by the Vice President including those of a sensitive or confidential nature, determining the appropriate course of action, referral, or response and executing accordingly
  • Maintains project management systems to cohesively advance the work of the Vice President to ensure projects remain on-track
  • Prioritizes conflicting needs and handles matters proactively and thoughtfully offering recommendations to Vice President, closing gaps and tying up loose ends

Special Projects – 20%
  • Manages special projects for the Vice President which may have organizational or departmental impact
  • Supports program-related efforts; gathering information from program team members, fielding questions, and performing research. Also assists with keeping program plans up to date,
  • Actively maintains an understanding of the current social/political environment, including the mission and vision of AIDS United and corresponding projects
  • Assists with logistical work for AIDS United’s Public Policy Council membership including drafting agendas, coordinating conference arrangements with offsite meeting contractors, scheduling Congressional Hill visits for PPC Members and managing roster information.
  • Administrative work related to the policy department and AIDSWatch (the largest gathering of people living with or affected by HIV to advocate in Washington D.C.) as assigned potentially including in-box monitoring, management of schedules, tasks and workplans.
  • Assist Vice President and Director of policy department with administrative tasks such as receipts management.

KEY QUALIFICATIONS
  • A minimum of 3 years’ experience; demonstrated record of supporting and scheduling for senior management, preferably in a non-profit setting
  • Bachelor’s degree is preferred: experience in excess of 3 years may be substituted for a degree
  • Commitment to AIDS United’s mission, vision; alignment with organizational culture and values
  • Excellent administrative, analytical and organizational skills; ability to balance multiple priorities and commitments while performing tasks seamlessly, on-time and with excellent attention to detail
  • Ability to manage a high-volume of daily correspondence and requests across multiple focus areas while keeping the Vice President up to date in concise, meaningful ways
  • Strong interpersonal skills; ability to build relationships with staff, board members, partners, donors and community members; expert written and verbal communication skills
  • Highly resourceful team-player; works well and collaboratively with others
  • Ability to work independently; work under pressure to meet multiple and competing deadlines
  • Strong decision-making and problem-solving abilities; actively seeks opportunities and proposes solutions
  • Ability to handle confidential/sensitive information and communications with care and discretion
  • Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), G-Suite (Gmail, Google Docs, Drive, and Calendar), Zoom, Asana, and Adobe Acrobat.

WORK ENVIRONMENT
Work is generally performed within the office environment; includes significant email, and phone contact with staff and with stakeholders and constituents. We are committed to an inclusive, transparent, and collaborative culture.

TO APPLY

send a cover letter and resume to jobs@aidsunited.org with “Senior Administrative Assistant – Programs” in the subject line. Incomplete submissions WILL NOT BE CONSIDERED. Due to the high volume of applicants only those selected for an interview will be contacted.



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