Special Assistant & Project Coordinator

Special Assistant & Project Coordinator

The Defense Industrial Base Institute is seeking a driven, dynamic professional to become the Special Assistant & Project Coordinator. The Special Assistant will serve as the primary point of contact for all essential matters pertinent to the Founding Director and Director, Executive Operations and Special Projects, and act as a liaison between them and the DIBI Leadership team and their Executive Assistants/Coordinators, external partners, and other stakeholders.

The position is responsible for developing effective systems for managing the Founding Director and Director, Executive Operations administrative needs and for providing planning and oversight to ensure their time is utilized effectively to advance the priorities of the institute and its founding Director.

The Special Assistant must be able to communicate professionally and effectively on behalf of the Director, Executive Operations orally and in writing. They will also be responsible for managing relations and communications with key constituents to gather and summarize important information to be presented to the Founding Director and Director, Executive Operations. In addition, they will perform a wide variety of organizational and administrative support including drafting correspondence, preparing creative and dynamic presentations, events management, and other high visibility projects across the Founding Directors Portfolio.

Bachelor's degree required; masters preferred. Minimum of 5 years of progressively responsible administrative experience with an appreciation for a fast-paced environment. An executive setting strongly preferred, Applicant must be self-motivated and can anticipate problems and demonstrate significant independent judgment. Individual must have strong organizational, communication (both oral and written), and interpersonal skills—all with a high level of attention to detail. The Special Assistant must possess the ability to skillfully complete projects under tight deadlines.

Must be able to work with confidential information and prioritize tasks and demands. Must be able to work and make decisions independently, to exercise discretion and good judgment in areas of responsibility. Strong Microsoft suite experience (i.e. PowerPoint, Excel, etc) required.

Key Responsibilities & Accountabilities

• Manage the Founding Director and Director, Executive Operations activities and Calendars:
  Provide administrative support, as well as maintain organized electronic filing and database systems. Manage Founding Director and Director, Executive Operations calendar and coordinate high-level meetings. Manage high volume of demands for their time by prioritizing requests while demonstrating significant independent judgment in identifying and resolving potential conflicts. Ensure they are prepared for all meetings, events and speaking engagements by having the necessary background information and notes.
  
  Performs administrative tasks related to system approvals, including but not limited to Concur updates and reimbursements, Intelli Buy review/approvals, Salesforce/CRM submissions.
• Project Coordination:
  Mobilizes, tracks and oversees key projects. Advances and monitors progress on administrative initiatives and identifies, assigns, and tracks specific assignments. Review, follow through, track and ensure deadlines are met. Support the planning, coordination and facilitation of special events hosted by the Founding Director (e.g., Visiting Seminar Speakers, Advisory Board, Town Halls, Interviews, etc.). Work closely with the Events Manager to ensure all aspects of outreach events and projects are executed seamlessly.
• Office Operations:
  Oversees the Institute Suite reception area, department copiers, computer inventory, and other 5th floor office areas. Acts as Office receptionist via email, phone, walk-in visitors, guests, students, and faculty. Working alongside Sr. Financial Analyst, coordinates activities related to office space and supplies tied to students and staff and researchers.
• Communication:
  Communicate with internal and external constituencies on behalf of the Founding Director.…