The Senior Associate [AARP Job ID #12460381] provides executive assistance to the Office of the Corporate Secretary with primary responsibility for supporting the EVP/Corporate Secretary, the AARP Board Chair, and directors. The position handles complex travel arrangements, performs scheduling simultaneously for individuals as well as groups, maintains master calendars and rosters, prepares briefing materials, and processes expense reports.
The position also supports other activities of the Office of the Corporate Secretary including Committee and Board meeting logistics and administrative support for directors related to their service on the Board. The position interacts frequently with the CEO's office and members of the Executive Team.
The position requires excellent oral and written communication skills, confidentiality, discretion, flexibility, teamwork, and the ability to work well with ambiguity, conflict and deadlines. The person will manage multiple projects simultaneously in a fast-paced environment.
Preferred candidates will have demonstrated mastery of electronic scheduling tools, Microsoft Outlook, travel booking, and expense processing. Direct experience supporting a CEO or other C-suite executives is strongly preferred.
Performs executive support functions for the EVP/Corporate Secretary, the AARP Board Chair, and directors including: scheduling for individuals and groups, travel arrangements, and expense submissions.
Maintains the Board Chair's appointment calendar and the department’s calendar in close collaboration with the Corporate Secretary.
Drafts correspondence and other communications (emails and letters) as directed by the Corporate Secretary.
Assures the mailing of Board and Committee materials in advance of meetings.
Supports logistical set-up for quarterly Board and committee meetings as assigned including group dinner reservations, room sets, supplies, tent cards, name badges and catering, utilizing project management skills to identify and track the timely completion of essential tasks.
Other duties as assigned.
The Office of the Corporate Secretary provides the AARP Board of Directors with the services, resources, and advice it needs to meet its goals and carry out its governance responsibilities and fiduciary duties. The office assures that the Board receives the information it needs to make informed decisions and keeps board records. The Corporate Secretary works closely with the Board and Committee Chairs, the CEO, and corporate officers to formulate agendas, schedule meetings, provide advice on governance matters, and arranges for Board development and training activities. The office also acts as a communications and logistical center for all activities of the Board, including handling requests for directors to attend internal and external events and speak on behalf of AARP.
Education Requirements Completion of a minimum of 2+ years of college and minimum of 6+ years of experience providing executive support to multiple high level executives in a team environment. Additional years of experience may substitute for college education.
Required Skills & Competencies
Communicates Effectively/Strong Communicator/Writer –Effectively conveys information verbally and in writing. Develops and delivers communications that convey a clear understanding of the unique needs of different audiences.
Flexible/Adaptable/Able to Manage Multiple Priorities – Flexible team player who thrives in a fast-paced environment requiring an ability to effectively prioritize and juggle multiple concurrent projects.
Manages complexity – Makes sense of complex, high quantity and sometimes contradictory information to effectively solve problems.
Exceptional Interpersonal Savvy – Strong ability to relate with the AARP Board Chair, AARP Directors, CEO, and Executive Team members. Must be able to relate openly and comfortably with a wide variety of individuals.
Action Oriented/Proactive and Quick-Thinking – Ability to "see around corners," and identify and mitigate potential issues as well as think quickly on her or his feet. Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
Highly Organized and Detail-Oriented – Strong organizational skills and an ability to focus on the details are critical skills to ensure success. Experience with using project planning and management techniques essential.
Self-Motivated/Ability to Work with Little or No Supervision – Ability to take the initiative with minimal supervision, but also recognizes when "consultation" is required.
Sophisticated Judgment and Discretion/Decision Quality – Will be privy to information that must be protected, so being able to maintain confidentiality and exercise sound judgment and discretion is essential. Must be able to make effective and timely decisions to keep work moving forward.
Collaborates – Builds effective partnerships and works collaboratively with others to meet shared objectives.
Nimble Learner – Actively learns through experimentation when tackling new problems, using both successes and failures as learning opportunities.
Applications must be submitted through the AARP Career Center:
https://careers.aarp.org [search for Job ID 12460381]
Additional Salary Information: AARP offers competitive benefits with a 401K and employer match, 100% company funded pension plan, health, dental, vision and life insurance, STD/LTD, paid vacation and sick, paid time off for community-building/volunteer activities, paid time off for caregiving for a family member over 50, tuition assistance, in-house training opportunities, and other benefits. One block from metro; subsidized office garage parking; on-site cafeteria; on-site fitness center; on-site health clinic; numerous employee engagement groups that provide mentoring and idea exchange.
Internal Number: 12460381
AARP is a nonprofit, nonpartisan, social welfare organization with a membership of nearly 38 million. Our aim is to disrupt preconceived notions about aging, turn goals and dreams into Real Possibilities, strengthen communities and fight for the issues that matter most to people 50-plus and their families; such as health care, employment security and retirement planning.
To deliver on our promise to our members and on our ambitious social agenda, AARP relies on a diverse, skilled, highly motivated and committed workforce. With offices in all 50 states, the District of Columbia, Puerto Rico and the U.S. Virgin Islands, we live where we work.
AARP tackles the issues that matter most to our members, their families and their communities — and some of what we do might surprise you. The motivating force behind AARP and our affiliates’ work is captured best in these words: We fight for and equip each individual to live their best life.