Executive Assistant/Project Coordinator

Responsibilities

Provides administrative-level support to internal clients on a variety of group- or organization-wide projects, programs, processes, and business initiatives.

Liaises with other teams in order to execute on tasks. Serves as central point of contact for all business processes across the department, managing support activities as needed.

Supports the business and financial operations processes for internal clients, including but not limited to the procure to pay processes and documentation, the tracking of invoices and payment processes, the preparation and / or tracking of budgets and reports, and the preparation and / or tracking of lobbying information.

Provides excellent customer assistance. Researches, resolves, identifies and / or clarifies issues for internal / external customers.

Uses programs and databases to track responses and identifies issues and recommends process improvements. Analyzes current business processes and develops, tests, and implements improvement initiatives and documents.

Maintains / provides accurate documentation and acts as an expert on organization policies and procedures. Coordinates records management and documents adherence to policies and compliance requirements.

Conducts research, analyzes data, and develops, manages, and distributes ad-hoc and scheduled reports. Coordinates financial, procurement, and contract management activities for departmental projects.

Manages a variety of financial functions such as invoice coding and approval and expense reconciliation. Facilitates the coordination of project management, metrics, and operations across the departments in close collaboration with team members and department leads.

Qualifications Over 5 years of experience managing calendars for C-level executives. Adaptable and eager to learn new tools and practices, including responsibilities within PeopleSoft Hub, such as purchase request submissions and budget accruals.

Highly detail-oriented, serving as the primary point of contact for processes, documents, interactions, and activities related to new staff onboarding within ITS.

Exceptionally organized, capable of managing multiple executive calendars and coordinating meeting requests. Flexible and ready to take on new administrative and project assignments.

Proven ability to handle sensitive and confidential information with discretion. High school diploma or GED. Preferred : Associate's degree AARP will not sponsor an employment visa for this position at this time.

Additional Requirements Regular and reliable job attendance. Effective verbal and written communication skills. Exhibit respect and understanding of others to maintain professional relationships.

Independent judgement in evaluation options to make sound decisions. In office / open office environment with the ability to work effectively surrounded by moderate noise.

Ability to occasionally lift up to 25 pounds. Hybrid Work Environment AARP observes Mondays and Fridays as remote workdays, except for essential functions.

• Remote work can only be done within the United States and its territories. Compensation and Benefits AARP offers a competitive compensation and benefits package including a 401(k);
• 100% company-funded pension plan; health, dental, and vision plans; life insurance; paid time off to include company and individual holidays, vacation, sick, caregiving, and parental leave;

performance-based and peer-based recognition and tuition reimbursement. Equal Employment Opportunity AARP is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.

AARP does not discriminate on the basis of race, ethnicity, religion, sex, color, national origin, age, sexual orientation, gender identity or expression, mental or physical disability, genetic information, veteran status, or on any other basis prohibited by applicable law.

Provides administrative-level support to internal clients on a variety of group- or organization-wide projects, programs, processes, and business initiatives.

Liaises with other teams in order to execute on tasks. Serves as central point of contact for all business processes across the department, managing support activities as needed.

Supports the business and financial operations processes for internal clients, including but not limited to the procure to pay processes and documentation, the tracking of invoices and payment processes, the preparation and / or tracking of budgets and reports, and the preparation and / or tracking of lobbying information.

Provides excellent customer assistance. Researches, resolves, identifies and / or clarifies issues for internal / external customers.

Uses programs and databases to track responses and identifies issues and recommends process improvements. Analyzes current business processes and develops, tests, and implements improvement initiatives and documents.

Maintains / provides accurate documentation and acts as an expert on organization policies and procedures. Coordinates records management and documents adherence to policies and compliance requirements.

Conducts research, analyzes data, and develops, manages, and distributes ad-hoc and scheduled reports. Coordinates financial, procurement, and contract management activities for departmental projects.

Manages a variety of financial functions such as invoice coding and approval and expense reconciliation. Facilitates the coordination of project management, metrics, and operations across the departments in close collaboration with team members and department leads.

Over 5 years of experience managing calendars for C-level executives. Adaptable and eager to learn new tools and practices, including responsibilities within PeopleSoft Hub, such as purchase request submissions and budget accruals.

Highly detail-oriented, serving as the primary point of contact for processes, documents, interactions, and activities related to new staff onboarding within ITS.

Exceptionally organized, capable of managing multiple executive calendars and coordinating meeting requests. Flexible and ready to take on new administrative and project assignments.

Proven ability to handle sensitive and confidential information with discretion. High school diploma or GED. Preferred : Associate's degree AARP will not sponsor an employment visa for this position at this time.

Additional Requirements Regular and reliable job attendance. Effective verbal and written communication skills. Exhibit respect and understanding of others to maintain professional relationships.

Independent judgement in evaluation options to make sound decisions. In office / open office environment with the ability to work effectively surrounded by moderate noise.

Ability to occasionally lift up to 25 pounds. Hybrid Work Environment AARP observes Mondays and Fridays as remote workdays, except for essential functions.

• Remote work can only be done within the United States and its territories. Compensation and Benefits AARP offers a competitive compensation and benefits package including a 401(k);
• 100% company-funded pension plan; health, dental, and vision plans; life insurance; paid time off to include company and individual holidays, vacation, sick, caregiving, and parental leave;

performance-based and peer-based recognition and tuition reimbursement. Equal Employment Opportunity AARP is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.

AARP does not discriminate on the basis of race, ethnicity, religion, sex, color, national origin, age, sexual orientation, gender identity or expression, mental or physical disability, genetic information, veteran status, or on any other basis prohibited by applicable law.