Executive Assistant- Vp Of Research

Overview
IDA, as a non-profit, is uniquely positioned to answer the most challenging U.S. security and science questions with objective and rigorous analysis leveraging extraordinary scientific, technical, and analytic expertise.
The Executive Assistant to the VP of Research provides a full range of Executive Assistant and administrative support. Duties range from managing the daily schedule of the Vice President of Research, preparing/drafting/editing presentations and correspondence, maintaining files, and making travel arrangements. The Executive Assistant will also provide general administrative support to Director of Research Programs, Director of Research Quality, and Chief Data and AI Capabilities Officer.
Responsibilities

• Proactive calendar management for assigned staff.
• Maintain schedules and appointments of regular and ad hoc meetings, including weekly and periodic meetings, for small and large groups. Handle all logistics for meetings, to include rooms, food, security, zoom, IT, etc.
• Create weekly prep book with daily calendars, read aheads, other prep materials for VP, Research.
• Schedule and coordinate the administrative aspects of VP's meetings at IDA involving government officials and other external participants, as well as special events and workshops that take place outside IDA.
• Assure security requirements are met, and coordinate necessary administrative requirements with relevant staff throughout IDA's divisions and directorates.
• Maintain email aliases for external communications.
• Maintain general awareness of activities within the VP, Research office to help anticipate scheduling issues, answer questions from others, etc.
• Prepare written materials, such as letters, memoranda, tables, charts, and briefing materials, as needed.
• Plan, organize and implement short-term projects. Prioritize work and independently seek out relevant information. Coordinate with necessary staff to verify project timelines and schedules.
• Prepare travel requisitions (e.g., airline and hotel reservations, rental car, and passing of security clearances), expense reports, and maintain personal itineraries for assigned staff.
• Assist the Executive Assistant to the President, as required.
• Provide primary phone coverage for assigned staff and back-up phone coverage for others in IDA Headquarters.
• Perform other duties as assigned.

• A minimum of a high school diploma or equivalent coupled with 8 years of experience supporting senior management.
• Team oriented; contributes to a positive work environment; gets along well with colleagues.
• Excellent command of English grammar with strong written and oral communication skills. Ability to compose, write, edit, and proofread a variety of written materials.
• Strong interpersonal skills, demonstrated ability to maintain confidentiality; able to effectively and diplomatically communicate orally and in writing with all levels of staff.
• A self-starter, with the ability to think ahead and take initiative.
• Strong time-management skills and ability to coordinate and prioritize projects and assignments with little supervision. Must be self-directed in completing assignments.
• Attention to detail is critical.
• Strong proficiency with word processing, presentation, and spreadsheets. Expertise using Microsoft Office Suite.
• Able to learn new software applications rapidly (e.g., travel support).
• Able to obtain and maintain necessary security clearances.
• Successful completion of a background check is required.
• Ability to work in the office 5 days a week is strongly desired.

• Comprehensive benefits including diverse health insurance options, generous 11% contribution to retirement, parental leave, 20 days paid time off (which increases with tenure), and relocation reimbursement;
• Mission-oriented work at a non-profit that supports and protects our warfighters; as a non-profit, IDA employees are eligible for Public Service Loan Forgiveness (PSFL);
• Professional development including tuition reimbursement, internal and external trainings, and funding for researcher-pitched projects and publications;•
• A strong employee and corporate culture of work-life balance, including commitment to average 40-hour work weeks through flex time, partial telework options, and expectation of communication only during core business hours;
• A brand-new facility located in Alexandria's high-tech corridor in Potomac Yard; amenities include a cafeteria, grab-n-go café, gym, and close proximity to local dining and shopping;
• Easy access to Potomac Yard Metro stop and Potomac Yard DASH bus stop. Employer contributes $315/month (IRS max) to commuter benefits.