Special Assistant to Division Vice President

PRIMARY PURPOSE

The Special Assitant to the Division Vice President supports the division Vice President by handling a wide variety of situations involving the administrative and business management functions of the office. This role performs duties of a complex and/or confidential nature that requires comprehensive knowledge of organization policies, practices, and procedures. Requires professionalism to communicate effectively with peers and senior staff, high level government officials and other clients.  

To reach the best solutions and solve the most challenging questions, CNA uses a merit-based process to bring together professionals from a wide array of academic disciplines, fields of study, technical specialties, and professional experiences.  Our flexible and engaging work environment encourages open inquiry, robust and respectful debate, and collaborative execution through every stage of the problem-solving process.  Our employees are committed to helping clients develop effective solutions to better manage their programs through scientific, data-driven approaches. We are looking for creative and innovative individuals to help carry out our mission.

JOB DESCRIPTION AND/OR DUTIES

1.  Provide overall administrative support to the Division Vice President and Division leaders, including maintaining informational databases and files, managing calendars, and assisting with time management and prioritization of tasks.

2.  Partner and collaborate with the Division Vice President and Division leadership to assist them in achieving critical business initiatives to include organization, preparation, and oversight of presentations, meeting materials, and project action lists/timelines.

3.  Provide assistance and advice to staff on administrative issues.

4.  Create and tailor presentations, documents, and correspondence to meet the division’s specific goals.

5.  Make extensive domestic and international travel arrangements, including transportation, hotel and conference registration and prepare expense vouchers.

6.  Plan and organize logistics for conferences and other major events. Ensure that all details are taken care of including meals/refreshments, conference room set-up, audio-visual equipment, hotel and travel arrangements for guests, honorariums, expenses, and appropriate administrative support during the event.

7.  Advise managers on project execution issues.

8.  Prepare and maintain documents for electronic publication.

9.  Answer and screen phone calls and may interface with and handle the needs of many high-level individuals including, government officials, CNA board of trustees, and corporate management staff.

10.  On behalf of the executive, liaise and ensure productive communication and interactions across business units, corporate functions, employees, other Administrative Assistants, sponsors, and contractors, using diplomacy and discretion, as appropriate.

11.  Provide direction to division administrative assistants when needed and ensure production standards and administrative procedures are followed.

12.  Research and recommend ways to use software applications more effectively to improve personal productivity and workflow.

13.  Manage multiple tasks while being flexible and adaptable as priorities, focus, and direction shift and change.

14.  Perform other duties as assigned.

JOB REQUIREMENTS

1.  Education:  Bachelor's degree or equivalent combination of work experience and education/instruction (i.e., specialized administrative training/work).

2.  Experience:  Minimum of 8 years relevant work experience providing high level administrative support to one or more executives, including conference planning and scheduling/calendar planning skills.

3.  Skills: Possesses advanced computer skills (to include PowerPoint, Word, Excel, and SharePoint) and seeks to use their technical orientation to manage responsibilities of the position with maximum efficiency. Willing to acquire and maintain new skills and stay current on technology tools that can maximize efficiency and effectiveness. Thrives in a work environment where flexibility, adaptability, and ability to respond quickly to shifting priorities will be an important factor to successful outcomes. Highly organized and detail-oriented; is proactive, self-directed, and able to prioritize assignments for multiple executives. Possesses fundamental project management experience, including development of basic project plans, follow-through and execution. Excellent interpersonal skills; good oral and written communication skills, organizational skills and technical skills (including graphics). Capability to make decisions and carry out responsibilities independently and ability to deal with sensitive corporate matters. Works collaboratively and productively with the administrative staff.  May be called upon to provide guidance and mentorship to enhance the knowledge and productivity of other Administrative Assistants. Must support CNA’s respectful workplace efforts

4.  Other: Ability to obtain and maintain an Active Secret Security Clearance.

5.  Remote/Hybrid Work Eligibility: This position is eligible for telecommuting or hybrid work arrangements at the discretion of the Supervisor.  Employees may be required to work at CNA headquarters or other work locations resulting in changes to the scheduled telecommuting or hybrid work arrangements. Employees may also be required to work outside of normal business hours.