Administrative Assistant

Overview

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.

• Composes, edits, and organizes 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 work streams. 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.

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.

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…