Executive Assistant

Job Description

The national office of The Phi Beta Kappa Society seeks an Executive Assistant to the Secretary/CEO. This position is responsible for a wide range of critical administrative functions and must effectively provide both strategic guidance and tactical execution on various programs. In addition to providing administrative support, the Executive Assistant manages the Society’s annual awards programs and assists with event planning. Phi Beta Kappa maintains a collaborative work environment in which curiosity, initiative and a growth mindset are valued; the Executive Assistant will have the opportunity to interact with staff from National Arts and Sciences Initiative, chapters, alumni associations and membership engagement, the Visiting Scholar Program, communications, executive staff, and board members of substantial prominence in the higher education landscape. Professional development opportunities are available.

Duties and Responsibilities

• Manages the calendar of the Secretary and makes travel arrangements as necessary
• Manages logistics, coordination and event planning for key meetings and events, such as quarterly virtual Executive Committee and board meetings, in-person annual board meetings, and in person staff retreats
• Maintains confidentiality of all executive office communications and functions
• Serves as staff liaison to the governing board (Phi Beta Kappa Senate) and various Senate committees, including the Committee on Awards, Executive Committee, and Nominating Committee. This includes scheduling, travel arrangements, and note-taking
• Manages all aspects of nine annual awards. This includes but is not limited to populating selection panels, overseeing selection processes, notifying winners, coordinating announcements with communication staff, producing website copy, and planning awards-related events
• Coordinates annual Book Awards Dinner for approximately 100 attendees celebrating three $10,000 awards.
• Receives and screens telephone calls with exemplary telephone manner. Manages incoming mail and e-mail.
• Collaborates with program staff on communications with volunteers on college campuses and in regional alumni associations
• Attends weekly programming team planning meeting to facilitate communication and keep abreast of important program initiatives and events
• Manages expense reporting for the Secretary and handles billing for office and program related items
• Assists with updates to web content

Qualifications

• At least two years of professional experience in similar support functions, preferably in an education or nonprofit setting
• Excellent interpersonal skills with an emphasis on customer service
• Detail oriented, with excellent organizational skills, including the capacity to manage multiple projects, meet deadlines, and anticipate difficulties
• Highly anticipatory with the ability to adapt templates and generate first draft responses
• Demonstrated ability to work independently and proactively
• Exceptional written and oral communication abilities
• Attentive and profession demeanor during all video and in-person interaction
• Proficiency with Teams, One-Drive, SharePoint, and Microsoft Office is essential. Experience with Canva, Informz, and billing platforms preferred
• BA/BS degree

This is a full-time position in the national office of the Phi Beta Kappa Society in Washington, DC. The successful candidate has the option of a hybrid position, working in the office three days a week according to the needs of the Secretary. Compensation is $55,000 to $65,000. Phi Beta Kappa offers excellent benefits, including fully covered medical, dental, vision, and retirement benefits (at 10% of salary) and a generous vacation policy.

Review of applications will begin on December 9, 2024, and will continue until the position is filled.

To Apply

Please send a letter of interest and a resume to executiveassistant@pbk.org. Combine these two documents into a single PDF file and title it with your last name, first initial,-Exec Asst (e.g., MulnixA-Exec Asst), and use the document name (e.g., MulnixA-ExecAsst) as the subject line in the email. Review of applications will begin on December 9, 2024, and will continue until the position is filled.

The Phi Beta Kappa Society is an equal opportunity employer.