Assistant to the Board Secretariat – ASSIS002419-00001

Who We Are

Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace worldwide. We know that Peace is Security – it advances both U.S. and international security by preventing, managing, and mitigating violent conflict.

We are an independent, non-partisan institution and are actively engaged with peacebuilding efforts worldwide. Together we tackle the most challenging problems and hold fast to the possibility of a more peaceful world. To learn more about USIP programs and job openings, go to https://www.usip.org/about/careers.

If you have a passion for making the world a better place and want to have a front-row seat on the world stage, USIP is the place for you.

JOB BRIEF

The Assistant to the Board of Directors Secretariat provides comprehensive administrative support to the Board Secretariat, ensuring the efficient operation of Board activities and processes. This role involves coordinating meetings, preparing and distributing agendas and minutes, maintaining records, and liaising with external principals and VIPs and senior management internally. The Assistant to the Board of Directors Secretariat position is full-time, based in Washington, DC, and will report to the Board Secretariat.

CLOSING DATE OF THIS ANNOUNCEMENT IS 8/1/2024

TARGET SALARY

Grade 8 – $ 61,000- $63,000

The Institute uses the General Schedule salary tables for administering compensation. Offers are determined based upon candidate qualifications, related experience, internal equity, and the amount budgeted for the position.

RESPONSIBILITIES

Major Duties and Responsibilities
* Work closely with Board Secretariat and Executive Office staff to maintain timely and accurate communication and coordination between individuals and organizations through regular communication (in-person and electronic) and regular convening of planning meetings, including setting of agendas, tracking next steps, decisions, and follow-up tasks.
* Supports the day-to-day operations and administration for projects and initiatives specified.
* Serves as a liaison between USIP’s Board, Board Secretariat, Executive Office staff and high-level stakeholders, affiliates, and associates.
* Provide the highest level of discretion and diplomacy, a wide range of executive assistance and administrative support to USIP’s Board and Board Secretariat in managing key relationships with high-level stakeholders.
* Prepares and distributes relevant materials to Board members in advance of the Board of Directors’ meetings. Takes minutes at Board meetings and provides support to Board as needed.
* Interacts and provides timely support in a fast-paced environment to Board Members on an as-needed basis, including assisting with travel arrangements, lodging, and meal planning as needed.
* Maintains up-to-date contact information for Board members, stakeholders, affiliates, and associates for the Executive Office.
* Maintains discretion, confidentiality and a positive rapport with USIP Board, stakeholders and affiliate organizations.
* Coordinate and schedule transcription services for Board meetings.
* Draft and submit the Federal Registrar notice for Board meetings.
* Compose and prepare correspondence (often confidential), take notes at various meetings, report writing, and maintain records.
* Accept and screen calls for the Board and ensure appropriate follow-up occurs.
* Monitor e-mail and other types of correspondence (confidential and routine) for action items; when possible, directs requests to the appropriate staff member for response.

* Routinely review calendar and outstanding Board projects with the Board Secretariat to prioritize and ensure that all due preparation is completed.
* Ensures that the Board Secretariat, and ultimately the USIP President and CEO, have all necessary information and materials for meetings, speaking engagements, travel, and events related to the Board.
* Participate in drafting internal announcements and agendas as it relates to the Board.
* Proactively inform the Board Secretariat of any changes, issues, or concerns that may impact daily activities and/or schedules related to the Board.
* Assist in the executive coordination of Board related events, interacting with the Conference and Events staff and others to track and manage communication and workflows.

Performs other duties as required.

Qualifications
* At least five (5) years of demonstrated success and increasing responsibility working with very senior executives, including current and former government officials, in comparable organizations, required.
* Undergraduate or graduate degree in business administration or related field strongly preferred.
* Highly resourceful and organized; able to work independently with a high level of discretion; has integrity, good judgment, tact, and diplomacy to respond effectively in diverse situations; can manage confidentiality and interaction with high level stakeholders, and a commitment to follow-through.

* Demonstrated ability to work collaboratively and develop effective working relationships and strong interpersonal skills, including cross-cultural communication.

* Positive work attitude and strong teamwork, willing to help colleagues even outside of prescribed responsibilities.

* Strong skills in Microsoft Office Suite (Outlook, Word, Excel and PowerPoint) are required. Previous experience with databases and/or data management tools, including financial management software, is preferred.
* Experience with Momentum/Pegasys financial management system strongly desired.

* Experience organizing conferences and meetings and making domestic and international travel arrangements preferred.

* Strong communication (written and verbal), interpersonal, organizational, administrative and time management skills.
* Must exhibit grace in the face of changing dynamics and competing priorities.
* Ability to multi-task and willingness to learn new skills.
* Knowledge and experience with the Federal Government, Department of State, Department of Defense, or Multilateral Institutions will be considered an asset.
* Technology and systems knowledge – Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology and/or systems relevant to functional area.
* Project and task management – Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands.
* Institutional policies, processes, and procedures – Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people.
* Able to practically apply and guide others in policy application.
* Versatility and adaptability – Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology.
* Knowledge of U.S. foreign and national security policy strongly preferred.

HOW TO APPLY
To be considered for this position, please submit a complete application package consisting of:
1. Completed employment application
2. Cover letter
3. Resume

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

USIP is an equal opportunity employer. USIP does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, political affiliation, marital status, disability, genetic information (including family medical history), age, membership in an employee organization, retaliation, parental status, military service, or other non-merit-based factors.