The Humane Society of the United States
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Executive Assistant, Office of the Chief Operating Officer

The Humane Society of the United States (HSUS), the nation's most effective animal protection organization, is seeking an Executive Assistant for the Executive Office. The primary purpose of this position will be to ensure a smooth and efficiently run executive office by providing support to the Chief Operating Officer (COO) and Chief of Staff (COS). Duties are highly confidential and require broad and comprehensive knowledge of the organization.  This individual will also act as a liaison with staff and members of the Board of Directors.

This position will be responsible for:

  • Overseeing the administration of the Executive Office to meet the needs of the COO, the COS, and other Executive Office staff, including, as needed periodically, the President & CEO;
  • Anticipating and proactively addressing the needs of the COO and the COS;
  • Screening incoming calls, emails, invitations, and correspondence and responding independently whenever possible. Assessing incoming inquiries, both internal and external, for direct reply or routing to appropriate contact or staff member;
  • Managing a complex and fluid schedule of appointments and meetings for the COO and the COS, and back up support for the President & CEO when needed;
  • Maintaining calendars, scheduling appointments, planning and coordinating all travel arrangements, and ensuring agendas are developed for meetings;
  • Performing complex and confidential functions including composition or production of documents, memos, presentations, research and written correspondence and other forms and documents;
  • Ensuring that the executive staff is provided with briefing materials, including important phone numbers, locations, and contact names, for each event by coordinating with participants and the appropriate staff;
  • Compiling Direct Care numbers for yearly annual report, accounting, and historical data;
  • Compiling and processing expense reports, reimbursements, check requests, maintaining files and records for reference and quick retrieval;
  • Collecting lobbying reporting information, ensuring accuracy and timeliness in reporting;
  • Assisting with development and preparation of COO budget; monitoring expenditures, processing invoices, grants and contracts.

Qualifications and Requirements:

  • Bachelor’s degree in related field or equivalent experience required;
  • Minimum three or more years of administrative or executive assistant experience required;
  • Excellent written and oral communication skills; comfortable communicating with all levels of management;
  • Exceptionally professional, exhibits a high level of diplomacy, confidentiality and builds rapport easily;
  • Ability to manage multiple tasks and projects at the same time. Able to shift priorities quickly to match those of the Executive office;
  • Strong ability to anticipate future needs of the Chief Operating Officer and Executive office independently and without specific guidance;
  • Superior record management and document-production skills, ability to meet deadlines and maintain confidentiality;
  • Strong interpersonal and relationship management skills; able to effectively interact with executives inside and outside the organization;
  • Able to work independently with minimal supervision;
  • Proficiency in the use of the full Microsoft Office suite, including Word, Outlook, PowerPoint and Excel.

Please submit a cover letter and resume using this form or fax to 301-548-7701. This position is based in Gaithersburg, MD and will require periodic travel to the Washington, DC office or or two times every two weeks.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identify, disability, marital or parental status, or protected veteran status.


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