Administrative Assistant

The East-West Center is a premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

The East-West Center has multiple openings to fill Administrative Assistant roles that provide a high level of office and technical support for our operational teams. In this role, you will have the opportunity to showcase your technical skills while working in a fast-paced, dynamic environment by ensuring our operation runs smoothly while also serving as team lead for our support staff. We encourage you to join our team and apply for this exciting opportunity today!

MAJOR DUTIES:

• Composes, edits and organizes of a variety of administrative documents including email and print correspondence, travel arrangements, event schedules, contracts, detailed computerized financial and administrative forms, scholarly and technical materials, checks outgoing material for correct mathematical calculations, English grammar, punctuation, spelling, usage and style compliance. Performs minor editing, relying on style sheets from target publication outlets.
• Prepares various personnel-related documents and activity arrangements for office space, business travel, payment documents, computer accounts, office support, etc. Prepares administrative and fiscal documents for program staff and for student programs and activities in accordance with Center policy and procedures.
• Develops and maintains office procedures that ensure the smooth functioning of the office, especially managing control records and filing systems for incoming correspondence, contracts, invoices and action documents, and follows up on work deliverables.
• Communicates regularly with the teams to set mutually understood priorities within multiple workstreams. Responds to incoming correspondence and resolves problems through both collaborative and individual efforts.
• Organizes and coordinates travel arrangements for staff, prepares transportation or hotel reservations, notifies organizations and offices to be visited, and prepares travel documents in accordance with current policies.
• Maintains calendar of events and works with staff to resolve schedule scheduling conflicts, space management, and attendee records.
• Assists with arrangements for conferences, workshops, and other meetings as necessary. Assists with preparation of workshop materials, requests for payments, and other financial or programmatic documentation.
  

SUPERVISION: The employee works independently, using a general understanding of the expected outcomes and the scope of the assignments, and draws upon experience in resolving the more difficult situations that occasionally arise. Their work will be reviewed for technical accuracy, soundness of judgment, and adherence to program requirements and objectives

REQUIRED QUALIFICATIONS: At least five (5) years of related work experience with progressively increasing responsibilities which demonstrates the ability to perform the duties of this position, or a combination of post high school education and other-related experience which totals five (5) years.

Demonstrates the ability to plan, prioritize, organize, and coordinate work involving a wide variety of tasks and materials; to apply sound judgment; to establish and maintain accurate files and records; to take initiative, and work independently and cooperatively in following through on assignments; to maintain a high level of accuracy in working with details; to assume responsibility for whole areas of work and integrate information from relevant sources; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to be poised and confident in handling a range of situations including correspondence with senior/C-suite people; to work under the pressure of deadlines and balance multiple tasks simultaneously with competing demands; to acquire and maintain knowledge of and appropriately apply policies and procedures; to appropriately handle confidential material; to compose correspondence for routine and non-technical matters; to gather and/or prepare background materials; to function effectively as part of a team; and to analyze operational situations and make recommendations.

Possesses knowledge of office practices and procedures; of correct English grammar, punctuation, spelling, and word usage; and of office machines and equipment. Proficiency in Microsoft Word, Excel, PowerPoint, Adobe Acrobat Professional and other equivalent applications; with Google suite, Microsoft 365, or other work sharing platforms; and with meeting software such as Zoom and Skype.

SALARY AND BENEFITS OF WORKING AT THE EAST-WEST CENTER

You will have the opportunity to join an organization that values its employees and provides a supportive work environment. Here are some of the benefits you can expect:

• Competitive Salary and Benefits

The annual salary for this position starts at $57,231.55 per year with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off.

• Career Growth Opportunities

We believe in investing in our employees and providing opportunities for career growth and development. You will have the opportunity to take on additional responsibilities and advance your career within our organization.

• Supportive Work Environment

We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

HOW TO APPLY: If you're interested in applying for the role, submit an electronic application at APPLY FOR THIS JOB NOW so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

• Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

• Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

• Provide Three Professional References (with appropriate contact information) in your Application

Ensure that your references can attest to your skills, work ethic, and integrity. What these people reveal about you — both in terms of what they do and don’t say — can make a difference in whether you’ll be hired. So, it’s extremely important that you choose wisely when deciding who to use as a reference.

The East-West Center adheres to all federal, state, and local civil rights laws prohibiting discrimination in employment and education. The Center does not discriminate in its admissions practices, in its employment practices, or in its educational programs or activities on the basis of age, sex, gender, disability and/or handicap, race (including traits historically associated with race such as hair texture, hair type and protective hairstyles), creed, color, religion, national origin, nationality, ancestry, affectional or sexual orientation, gender identity or expression, pregnancy, breastfeeding, veteran status, marital status, domestic partnership or civil union status, status as a domestic violence victim, arrest status, or membership in any other class protected by state or federal laws, now or in the future, in any phase of its admissions, financial aid, educational, or in any aspect of its employment practices.