Executive Assistant for President’s Office and Travel

The Executive Assistant to the President’s Office and Travel Coordinator is a critical role responsible for managing and coordinating the travel arrangements, administrative support, and event planning activities for the President’s office, and overseeing the organization's new online Travel Management system. This role requires a high degree of professionalism, discretion, and efficiency, with the ability to handle multiple tasks simultaneously while maintaining exceptional attention to detail.

This is a full time position based in RFA’s Washington D.C headquarters, and is available starting December 2024/January, 2025.

Responsibilities

General Admin Support

• Coordinate and schedule meetings and events hosted by or requested by the President and COO , ensuring timely updates on attendees’ calendars.
• Prepare and maintain actionable memoranda based on meetings between the President, COO, and other RFA staff, ensuring follow-up on all action items.
• Handle correspondence, including emails and phone calls, on behalf of the President and COO , when appropriate.
• Assist in drafting and reviewing company-wide announcements and written materials as necessary，includding presentations for company meetings and reviews.
• Manage expense reports for the President and COO, ensuring accuracy and timely submission.
• Provide support in managing the President and COO’s calendars as needed.
• Offer ad-hoc support in urgent, discreet, or crisis situations, demonstrating a high level of responsiveness and confidentiality.
• Archive digital and/or physical copies of documentation for reference and compliance purposes when appropriate.
• Oversee the management of RFA’s branded merchandise, including ordering, distribution, and restocking.
• Support the editorial department with external award submissions and processing when necessary.
• Arrange for flowers or other gestures on behalf of RFA for occasions such as births, deaths, or hospitalizations.
• Perform other administrative duties as required to support the smooth operation of the company, such as assisting COO with monthly committee and working group meetings.
• Continuously seek opportunities to improve administrative processes and efficiency.
  
  

Travel Management

• Serve as the primary point of contact for travel management across all departments and overseas bureaus, training and supervising Administrative Assistants/Coordinators in the use of RFA’s new online Travel Management system, Concur.
• Provide comprehensive guidance and support to ensure each department can independently manage travel arrangements for full-time employees, consultants, and guests.
• Facilitate travel arrangements for the President and COO, including transportation, accommodations, visas, and expenses for the President, and COO, and any invited visitors.
• Liaise directly with the new travel management partners such as travel agencies, airlines, and hotels, maintaining sole authority for travel-related services to RFA, and ensuring the highest quality of service.
• Monitor and maintain records of all domestic and international travel activity across RFA employees, preparing periodic reports and analyses as needed.
• Monitor Travel Insurance and claims
  
  

Events Planning and Execution

• Collaborate with the COO in brainstorming, planning, and executing all aspects of company-wide events, including holiday celebrations, annual potlucks, training sessions and board meetings.
• Coordinate with external vendors/guests for event logistics, contracts, and payments, ensuring seamless execution of all events.
• Actively monitor and manage budgets for hosted events, ensuring cost-effectiveness and alignment with organizational goals.
  
  

Qualifications

• Education: Bachelor’s degree in Business Administration, Communications, or a related field is preferred.
• Experience: A minimum of 5 years of experience as an Executive Assistant, preferably supporting C-level executives. Experience in travel management, event planning, and administrative support in a corporate environment is essential, and experiences working in a multi-cultural environment are strongly preferred.
• Skills:
• Exceptional organizational and time management skills, with the ability to manage multiple priorities simultaneously and to deliver results on time.
• Strong written and verbal communication skills, with attention to detail and accuracy.
• Proficiency in using travel management systems (e.g., Concur), Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Suite, and other relevant softwares.
• Ability to work independently and as part of a team, demonstrating strong initiative and problem-solving capabilities with a high degree of autonomy.
• Exceptional level of discretion and confidentiality, with the ability to handle sensitive information with integrity.
• Strong interpersonal skills, with the ability to interact effectively with senior leadership, staff, and external stakeholders.
• Competency in one of the RFA’s broadcasting languages is strongly preferred.
• Availability to work outside regular business hours as needed.
• Ability to travel occasionally for company events or other business needs.
  

Application Instruction: Please include work samples with your application.

Application Deadline: Oct.15 2024 for internal Staff.

Salary And Benefits

Salary Range: 74,900-93,500/Year

RFA is consistently working to retain and attract top talent to contribute to the delivery of our mission. We are proud to offer competitive salaries that are commensurate with experience and prioritize equity across the organization. Additionally, we provide excellent key benefits, including but not limited to comprehensive Medical plans, Dental, and Vision insurance, Flexible Spending Accounts, Life and AD&D insurance, 403(b) Retirement Plan, for all of our U.S full time staff. Please note that the availability and terms of all fringe benefits are subject to change at RFA’s discretion.

For international staff, we offer country-specific benefits that are equally attractive. Please reach out to us at [email protected] for more information

Physical Demands

Employees must meet the physical demands and work environment characteristics to perform the job's essential functions. Reasonable accommodations are available for individuals with disabilities.

Physical Demands: While performing the duties of this job, the employee is required to sit, use hands, reach with hands and arms, stoop, talk and hear. Employees must occasionally lift up to (5) pounds. Work Environment: Typical indoor office environment.

Disclaimer

This description outlines the general nature and level of work expected. It is not an exhaustive list of all responsibilities, duties, and skills required.