Administrative Assistant - CAQ
Affiliated with the American Institute of CPAs, the Center for Audit Quality (CAQ) is an autonomous, nonpartisan, professional association dedicated to enhancing investor confidence and public trust in the global capital markets. At the CAQ we share a core belief in working together to leverage the skills and strengths of our team. We collaborate to deliver meaningful results and impact those we serve through experience, diligence, and creativity. We are seeking an administrative professional with enthusiasm and initiative, tact, a sense of humor, and the desire and ability to make a difference in how our organization operates.
As the Administrative Assistant working closely alongside the Senior Director of Stakeholder Engagement and the Senior Director of Administration, you will play hands-on and visible role ensuring that internal and external operations run smoothly.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
· Provide support for Stakeholder Engagement and Operations leadership and teams, include time and expense processing, travel arrangements, meeting management, and scheduling.
· Provide support for Stakeholder Engagement and Administrative leadership and teams, including time and expense processing, travel arrangements, meeting management, and scheduling.
· Schedule and coordinate internal and external meetings:
o maintain checklists and project plans to actively administer activities associated with meetings
o coordinate meeting logistics, ensuring all requests and tasks from team members, and information regarding invited participants are tracked and handled accordingly
o liaise and coordinate with appropriate internal staff as required to provide support for internal meetings
o manage team members’ calendars, appointments, calls, meetings, and travel arrangements and itineraries, ensuring that all relevant information is posted completely and accurately
· Independently conduct research tasks and perform special projects as requested:
o search and gather relevant background materials, biographies, and other requested information from the web and other sources to help prepare team members for meetings and projects
o edit content and provide data in format required (emails, reports, spreadsheets, PowerPoint, etc.)
· Support stakeholder engagement function including:
o tracking of stakeholder meetings and events through data entry into stakeholder tracking tool
o assist with the stakeholder calendar
· Support the staff recruitment process:
o schedule interviews, writing assignments, and similar meetings directly with candidates or through search firms engaged to support the CAQ
o coordinate interviews and provide documentation to interviewers; gather post-interview feedback if necessary
o research relevant internet employment sites and place job postings; analyze responses and success rates to determine their respective effectiveness; recommend continued use
· Support financial processes including:
o budgeting, by scheduling monthly review meetings; providing complete and relevant materials before meetings; and investigating discrepancies that arise as a result of the meetings
o contracts & procurement, by preparing documents for leadership / team review, coordinating signatures, keeping accurate and thorough files, and corresponding with vendors and suppliers
· Write and edit draft email correspondence, tables, charts, memorandums, presentations; prepare manuals, binders, and related materials required by team members
· Respond promptly to phone, mail, and e-mail inquiries on behalf of team members when requested; establish and maintain contacts, files, and electronic folders and email distribution lists
· Provide back-up support on an as-needed basis for other Operations team members
· Other duties as assigned
· Bachelor’s Degree or equivalent work experience
· Track record of successful administrative support experience
· Strong organizational skills, with keen attention to detail, priority, status, and follow-up
· Writing and editing ability
· Advanced proficiency with Microsoft Office Word, Excel, PowerPoint, and Outlook
· Demonstrated time management skills with the ability to prioritize and complete multiple tasks quickly and accurately
· Strong interpersonal, teamwork, and communication skills
· Self-starter who takes initiative on requests/tasks; resourceful, with problem-solving abilities to diagnose and resolve administrative issues.
· Ability to exercise good judgment & discretion
· Flexibility to work extended hours if necessary
