The HR Team
  • Washington, DC, USA
  • $73,500 to a maximum of $77,000 depending upon qualifications and experience.
  • Salary
  • Full Time

The AAG provides a generous and comprehensive employee benefits package, including group health, dental and vision plans, life/AD&D and long-term disability insurance, matching 403(b), flex plans for medical and dependent expenses, commuter Smart Benefits, and paid sick and annual leave




Questions of geography-where, and why there?-lie at the heart of humanity's greatest challenges, from sustainable development to human rights to climate change. The American Association of Geographers (AAG) is a nonprofit scientific and educational society with professional and student members from nearly 100 countries who are at the forefront of academic and applied geography globally. AAG members share interests in the theory, methods, and practice of geography, which they cultivate through the AAG's annual meeting, scholarly journals, and other events and communications, including affinity groups and more than 70 specialty groups. Now in its second century, the AAG is in the midst of a transformation to serve its members more effectively and advance geographical expertise and viewpoints in local, national, and global discussions of public policy, education, urban and transportation planning, environmental monitoring, sustainability, and other fields.

Location: The AAG, a non-profit membership association located in Washington, DC, is looking for a full-time Senior Executive Assistant. Hybrid Position (Washington, DC and Remote) This hybrid position requires at least 1 week/month at AAG headquarters in Washington, DC. Due to the important nature of this position, location in the Washington, DC metro area is not required, but strongly preferred.

The position will report to the Chief Operating Officer of the AAG and involve close collaboration with Senior Management and the Executive Director. This position supports the goals and mission of the AAG and has visibility and significant interaction with Senior Managers, board members, AAG members, staff, and consultants.

Position: The Senior Executive Assistant is responsible for providing general administrative support and project management for the executive team, Governance, and the AAG's grants & awards program. This includes the execution and/or oversight of special projects and support for the Executive Director, Senior Managers, and the AAG Council. The Senior Executive Assistant provides administrative support including creation, review, & maintenance of documents; Council meeting coordination and logistics; shared inbox management (AAG Council, and AAG grants and awards correspondence and tracking); and assistance with special projects.

The ability to exercise good judgment, to maintain confidentiality, along with excellent written and verbal communication, are vital to the role. Excellent administrative and organizational skills, and the ability to balance multiple priorities are required.

MAJOR DUTIES AND RESPONSIBILITIES

Leadership Team Support (25%)

  • Works directly with the Senior Management Team to provide support to all aspects of daily work.
  • Manages Senior Management Team's calendars; planning and scheduling meetings, conferences, teleconferences, and travel.
  • Conserves Senior Management Team's time by reading, researching, and routing correspondence; drafting letters and documents; collecting, analyzing information, and processing expense reports.
  • Assists in the development and distribution of meeting agendas and minutes for the Senior Management Team, as needed.

Governance and High-Level Administrative Support (35%)

  • Attends annual meeting, providing direct support to the Executive Director and Senior Managers.
  • Communicates directly with the AAG Council for all logistical information (e.g., hotel contracts, catering, travel reimbursements, onsite meeting support, etc.).
  • Collaborates with AAG meeting consultant on VIP-related logistics or needs at the AAG Annual Meeting.
  • Serves as administrative support for governance work, as requested.
  • Develops and maintains accurate governance files and records to support the Executive Director and Senior Managers.
  • Assists with Strategic Priority implementation and coordinates others' efforts to ensure timely deliverables.
  • Provides historical reference by developing and utilizing filing and retrieval systems for minutes of Council meetings and other important documentation.

Grants and Awards Program Support (30%)

  • Manages back-end processes for annual AAG grants and awards cycles (e.g., calls for awards, applications, tracking of awards decisions, etc.).
  • Supports Chief Operating Officer in coordinating AAG awards committees' activities (e.g., vetting and submitting applications and ranking materials, maintaining committee decision-timelines, notifications of awards decisions, etc.).
  • Coordinates preparations for annual awards celebration in conjunction with AAG Events, Communications, and Membership teams and with AAG meeting consultant.
  • Provides onsite support for annual awards celebration which may include VIP handling.

Other non-essential duties as assigned (10%)


KNOWLEDGE AND SKILLS REQUIRED FOR THE POSITION

Education/Experience:

  • High School Diploma required. Associates degree, diploma or equivalent, 4-year college degree strongly preferred.
  • 5+ years' experience as a successful admin and/or coordinator.
  • Experience working in a non-profit organization or membership association preferred.

Knowledge, Skills, and Abilities:

  • Knowledge and proficiency with Microsoft 365 Office products (SharePoint, Outlook, PowerPoint, Word, Excel, Teams) and MS 365 database management systems. Experience with Slack, Zoom, Doodle, Expensify, a plus but not required.
  • Knowledge of event management planning (including: pre/post and onsite logistics management), experience preparing requests for proposals for events, reviewing and interpreting hotel and catering contracts.
  • Exceptional organizational skills, ability to perform multiple tasks seamlessly with excellent attention to detail.
  • Proactive approach to problem-solving with decision-making capability.
  • Strong organizational skills, ability to establish or work within an established set of priorities, manage multiple demands and projects, and meet deadlines.
  • Results-oriented: ability to prioritize and work at a fast pace and meet critical deadlines.
  • Customer service: works and communicates with clients and customers to satisfy their expectations. Committed to quality service.
  • Oral communication: ability to communicate information in a clear and concise manner with individuals at all levels, including board members, senior managers, staff, members and consultants.
  • Written communication: ability to effectively communicate information and ideas in writing.
  • Confidentiality: ability to work with and maintain the confidentiality of data and information.
  • Ability to work as part of a team.
  • Ability to balance heavy workload with short- and long-term project deadlines, address changing priorities, and work well under pressure.

Travel: minimum of 4-6 times per year, including to the AAG Council meetings and the AAG Annual Meeting each spring. If the successful candidate is not located in the Washington, DC metro area, then a monthly presence in the AAG' DC-based office will also be expected.

Salary Range: We anticipate the starting salary range for this position to be $73,500 to a maximum of $77,000 depending upon qualifications and experience.

AAG encourages applications from traditionally underrepresented groups such as women, minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with disabilities. Applicants from private or public sector and nonprofit organizations are welcome.

Applications will be reviewed on a rolling basis, with the first review beginning on January 9th, 2023.

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To Apply: Please submit your resume, cover letter, and desired salary requirements for consideration.

AAG is an Equal Opportunity Employer

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