Job Description

The Executive Assistant / Office Manager will provide high-level administrative, operational, and organizational support to USISPF’s senior leadership while overseeing the day-to-day management of the Washington, DC office. This is a mid-career role requiring sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced, executive-facing environment.

The successful candidate will be a trusted partner to leadership, ensuring seamless scheduling, communications, office operations, and internal coordination. The role requires a proactive professional with strong attention to detail, excellent interpersonal skills, and experience supporting senior executives in a mission-driven organization.

This position reports to the President and CEO as well as the Chief Operating Officer of USISPF.

DETAILED DESCRIPTION OF DUTIES:

· Provide direct administrative support to the CEO and COO

· Manage complex calendars, scheduling internal and external meetings across multiple time zones.

· Coordinate domestic travel logistics, including itineraries, meeting schedules, and briefing materials.

· Handle sensitive and confidential information with discretion and professionalism.

· Oversee day-to-day operations of the Washington, DC office to ensure an efficient, professional work environment. This includes managing office vendors and service providers, including building management, IT support, office supplies, and maintenance.

· Coordinate onboarding and offboarding logistics for staff, including workspace setup and access.

· Maintain office policies, procedures, and administrative systems.

· Support internal processes related to contracts, invoices, expense reports, and recordkeeping in coordination with finance and operations teams.

· Maintain organized digital and physical filing systems.

· Support internal reporting, documentation, and tracking as needed.

· Provide administrative and logistical support for meetings, events, and convenings hosted by USISPF in Washington, DC.

· Support leadership during high-level meetings and events as required.

• · Coordinate schedules and logistics for internal meetings, leadership check-ins, and staff briefings.

EXPERIENCE:

· Bachelor’s degree required. Master’s degree preferred.

· 5–10 years of relevant experience as an executive assistant, office manager, or senior administrative professional.

· Demonstrated experience supporting senior executives or C-suite leadership.

· Strong organizational, time-management, and prioritization skills with exceptional attention to detail.

· Excellent written and verbal communication skills.

· High level of professionalism, discretion, and integrity when handling confidential information.

· Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and related productivity tools.

· Ability to work independently while coordinating effectively across teams.

PREFERRED QUALIFICATIONS

· Prior experience in a nonprofit, trade association, international organization, or policy-focused environment.

· Experience managing office operations in a Washington, DC–based organization.

· Familiarity with basic finance or accounting coordination (invoicing, expenses, vendor payments).

· Ability to adapt to changing priorities and manage competing deadlines.

· Must be based in or willing to relocate to Washington, DC.

· Willingness to work occasional extended hours in support of leadership travel, events, or critical deadlines.

· Strong judgment, flexibility, and a collaborative working style.

· Must be a U.S. citizen or lawful permanent resident (green card holder).

· Must be authorized to work in the United States without sponsorship.

• Please send your CV’s to jobs@usispf.org

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