Executive Administrator - Hybrid

Overview
ISC2 is a force for good. As the world's leading nonprofit member organization for cybersecurity professionals, our core values - Integrity, Advocacy, Commitment, Diversity, Equity & Inclusion and Excellence - drive everything we do in support of our vision of a safe and secure cyber world. Our globally recognized, award-winning portfolio of certifications provide an independent and globally recognized endorsement of cybersecurity knowledge, skills and experience for all career levels. Our charitable arm, the Center for Cyber Safety and Education, enables ISC2 and our members to serve the public by educating the most vulnerable about cyber risks and empowering access to enter and thrive in the cyber profession. Learn more at ISC2 online and connect with us on Twitter, Facebook and LinkedIn.
When you join ISC2, you'll demonstrate your commitment to an inclusive and equitable environment. Your support of the unique perspectives and experiences shared by our global cybersecurity workforce and profession will be recognized. We invite you to take an active role in helping us create a true sense of belonging across our organization - an environment of authenticity, trust, empowerment and connectedness that empowers all of our successes
Position Summary
The Executive Administrator, Headquarters is a hybrid role at our Alexandria Office. While ISC2 is mainly a remote workforce, this office space is used as a central hub of activity and regularly has events. As the defecto office manager, this role is responsible for overall planning, coordination, and execution of all events in the office as well as governance and non-revenue meetings that may be in other locations. The events range from quarterly board of director meetings to individual team meetings. The successful candidate will be accustomed to working independently on a variety of tasks and be me the master conductor ensuring all events run smoothly and providing administrative support as required.
This position reports to the Corporate Office & Administrative Services Manager.
Responsibilities

• Responsible for coordinating and collecting all meeting requirements and ensuring execution of entire event planning from inception to post event follow up to include but is not limited to contract negotiation, catering selections, IT/AV, dinner reservations, and confirming pre-arranged transportation.
• Manage hotel room blocks, rooming lists, catering selections/BEOs (including special dietary needs), meeting room set-up, AV and internet requirements within specified deadlines.
• VIP arrangements, room upgrades, transportation, dining reservations where applicable.
• Manage the meeting budget, including facilitating and reconciling expenses associated with governance and non-revenue meetings.
• Post-event billing review and reconciliation to corporate p-card.
• Act as the local administrator and problem solver. Ensuring any surprises during events are supported and utilize resources to minimize disruption.
• As many meetings will be high profile, such as board meetings, ensure all shared documents are updated to track flight manifests, travel summary and polling forms.
• Align events timeline with all board governance and committee timelines to ensure schedules do not conflict.
• Manage the RFP process where required. Obtain pertinent information to create a briefing document for submission of RFPs, review and summarize recommendation to manager and C-level leaders to ensure all requirements are fulfilled and the best vendor selected.
• Establish rapport and build connections to leverage negotiations for event costs including meeting space, accommodations, AV, catering, décor, amenities, etc.
• Continuous review of meeting deliverables to enhance processes and procedures in an effort to improve operational efficiencies.
• Manage all ongoing local office administrative needs including office supplies, lockers, mail, deliveries and request for building services through the building engines portal.
• On-site meeting support within the HQ office including room set up, confirm catering, greet visitors, clean up following the meeting:
  • Early arrival up to one hour prior to meeting caterer onsite
  • After-hours clean up following the meeting
  • Confirming before and after-hours HVAC via Building Engines when applicable
• Maintaining working documents for suite 400, 24-7 building access cards and parking transponders
• Back-up for booking travel reservations via Concur as directed for C-suite, and back-up liaison with Direct Travel for specific travel related needs.
• Complete other event tasks as assigned.

Behavorial Competencies

• Self-starter who provides creative and pragmatic solutions to business issues and problems - A positive, can-do attitude, high-energy, enthusiastic team player
• Resourceful, with ability to calmly problem solve in last-minute or stressful situations including the ability to multi-task, manage time and resources effectively and prioritize with minimal direction in a fast-paced environment.
• Advanced writing/editing skills, and ability to adapt writing style as necessary to communicate through varied proposals and meeting collateral.
• Excellent project management skills and the ability to effectively prioritize work.
• Excellent attention to detail.
• Excellent interpersonal skills with the ability to interact and communicate with all levels of the Association, including Executive Leadership and Board of Directors. Sensitivity to confidential matters and executive interaction required.
• Creativity and flexibility as well as a positive, professional attitude are a must.

Qualifications

• Minimum five (5) years' experience in an Executive Administrator position, preferred experience supporting C level and/or board of directors.
• Preferred experience with International travel and vendor relations.
• Ability to complete projects with minimal supervision.
• Proficiency in Microsoft Office products, including Outlook, PowerPoint, Forms, Excel and Word.

Physical and Mental Demands

• 10% travel required.
• Work additional hours when necessary including evening and weekends.
• Work in an office environment using dual monitor computer screens.
• Sitting for extended periods and occasional lifting during set up for meetings.

Equal Employment Opportunity Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic as protected by applicable law. Job candidates will not be obligated to disclose sealed or expunged records of conviction or arrest as part of the hiring process.