Senior Associate/Associate Specialist for the Head of USG

Job Title / Grade : Senior Associate / Associate Specialist for the Head of USG (P3 / P4)

Reports to : Chief of Staff, Office of the SVP

Department : Technical Program and Sales

Business Unit : USG

Work Location : Bethesda, Maryland (in-person, five days a week)

DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Colombia, Pakistan, and Palestine and project operations worldwide.

We tackle fundamental social, environmental, and economic development problems caused by inefficient markets, ineffective governance, and instability.

DAI works on the frontlines of global development. Transforming ideas into action action into impact. We are committed to shaping a more livable world.

DAI’s U.S. Government (USG) Business Unit supports our more than 80 programs funded by USAID in more than 65 countries. Overseen by the Senior Vice President, the USG Business Unit comprises of five functional areas People, Programs, Business Development, Development Innovations, and Finance in order to deliver powerful project impact to millions of project beneficiaries globally, continue to grow our project footprint, and demonstrate technical excellence in a working environment fostering diversity, inclusion, agility, and empowerment.

The leadership of the Senior Vice President is bolstered by the team led by the Chief of Staff, which draws on a deep understanding of DAI’s operations and financial structure, projects, and management practices to provide strategic support and guidance and oversight to position the business unit to meet its annual performance targets and position USG as a technically led, operationally excellent, and innovative implementing partner to our core clients.

Function of the Team :

The Office of the SVP works across the USG Business Unit’s five Functional Areas to support business performance and change management through the following : (1) support to the Senior Vice President (SVP), Head, DAI U.

S. Government Business; (2) support to the 2022-2026 USG Strategy; (3) internal communications and information flow; (4) business administration;

5) special projects; and (6) support to the general work of the Office of the SVP.

Function of the Position :

Reporting to the Chief of Staff, the Senior Associate / Associate Specialist position provides critical administrative and operations support to executive-level staff within the USG Business Unit, primarily the Senior Vice President.

In this capacity, the Senior Associate / Associate Specialist will anticipate and address needs related to the operations of the SVP, such as meeting scheduling, taking meeting minutes, facilitating approvals, and managing workflows related to the Senior Vice President and other members of the USG Leadership Team.

While exposed to the day-to-day management of the business unit, the role will support senior leadership and serve as a key interlocuter in business unit strategy, business unit communications, and business unit performance.

They may also contribute to other business-unit and company-wide events and initiatives, such as through serving as a divisional liaison with other key stakeholders, supporting the planning and delivery of workshops, retreats, and events, and file management.

The dynamic nature of this role requires exemplary time management and customer service skills, in addition to emotional maturity and flexibility.

The role must interact seamlessly and with a professional demeanor to support a broad range of individuals, including members of the USG Executive Team, USG Leadership Group, and other senior managers.

The role must handle highly sensitive and confidential financial, legal, personnel and institutional information with professionalism and discretion.

Additionally, this role is expected to work in-person in the DAI offices five days a week.

In this role, the Senior Associate / Associate Specialist will gain exposure to the inner workings of one of USAID’s largest implementing partners, develop an understanding of corporate governance for government contractors, and have the opportunity to build relationships and support some of the international development industry’s key leaders.

Roles and Responsibilities :

Support to the SVP

• Organize travel (may include domestic and international) arrangements, including flights, airport transfers, lodging, and briefing materials.
• Ensure the SVP is prepped ahead of each engagement, providing background information to the meeting, such as who will be in the room, key talking points, and a well-thought-through agenda.
• Schedule and plan for meetings, as requested, including booking room reservations, organizing catering, assembling briefing materials, setting up presentations, and serving as a point of contact for external parties.
• Conduct research as requested, providing quality written products; write summaries of key documents as requested.
• Provide editorial support and formatting for key deliverables.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Maintain confidential and sensitive information.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems.
• Coordinate document signatures in a timely manner.
• Other administrative tasks as assigned.

Support to the Office of the SVP

• Maintain the USG Connect site, including updating event postings, updating links to resources, updating the USG structure page, retaining documents on the back end of the site, and checking form submissions.
• Support internal meetings and events, such as the monthly USG All Staff meeting, including the creation of slide decks, liaising with staff, coordinating food and beverages, and documenting procurements in accordance with policy.
• Capture knowledge by regularly saving files to designated locations.
• Provide procurement and logistical support to retreats and meetings.
• Capture meeting notes with discretion.
• Conduct special projects, including the creation of presentations, spreadsheets, reports, memos, and agenda material.
• Research solutions to challenges.
• Develop and maintain SharePoint sites for various teams and groups.
• Carry out additional duties as assigned, including supporting other members of the USG Executive Team as needed

Additional responsibilities as deemed necessary.

Qualifications :

Minimum Qualifications :

• Grade 3 : Minimum of 2 years of professional experience, with 1 year relevant, and a college degree
• Grade 4 : Minimum of at least 2 years of relevant professional experience, and a college degree
• At the P4 level it is required and P3 level it is preferred to have previous experience as an executive, operational, or administrative assistant.
• Previous experience working in a fast-paced environment
• Experience coordinating and documenting meetings, working groups, and / or group facilitation.
• Demonstrated resourcefulness in problem-solving and taking initiative to find solutions and anticipate needs.
• Ability to prioritize work under pressure and handle multiple tasks under tight deadlines.
• Strong organizational skills and attention to detail.
• Ability to work with minimum guidance and manage up; must be self-motivated.
• Ability to maintain discretion and act with integrity while handling highly confidential and / or protected information.
• Strong writer with experience in developing briefing materials and / or reports.
• Excellent interpersonal, oral and written communication skills, including the ability to communicate clearly and concisely.
• Demonstrated emotional intelligence with empathy and strong interpersonal and cross-cultural communication skills.
• Strong customer service skills.
• Strong knowledge of MS Office applications.
• Authorization to work in the United States.
• Based in one of the following U.S. locations where DAI is registered : District of Columbia, California, Colorado, Florida, Georgia, Illinois, Maryland, Massachusetts, New Jersey, New York, North Carolina, Pennsylvania, South Carolina, Texas, Virginia, Washington.

Equivalent education and experience will be considered.

Preferred Qualifications :

• Previous experience supporting executive-level staff.
• Previous experience in process improvement and quality assurance.
• Proficiency with SharePoint, Microsoft Dynamics, Power BI, and Power Automate is desirable.
• Previous experience in a role demanding confidentiality of company and staff information desirable.
• Demonstrated interest in international development and / or government contracting.

Supervisory Requirements : None

Compensation & Benefits :

P3 : For employees working in the United States, the full-time equivalent annual base salary for this position is expected to be between $63,704 to $69,325.

Actual offers will be based on several factors including, but not limited to, qualifications, relevant education, experience, skills, seniority, performance, and business or organizational needs.

P4 : For employees working in the United States, the full-time equivalent annual base salary for this position is expected to be between $71,667 to $77,991.

Actual offers will be based on several factors including, but not limited to, qualifications, relevant education, experience, skills, seniority, performance, and business or organizational needs.

Eligible U.S.-based employees will be able to enroll in medical, dental and vision insurance, plus a 401(k)-retirement plan with a company match.

Additionally, employees will be eligible for company-paid annual leave (vacation and holidays), sick leave, and parental leave, as well as short- and long-term disability coverage.

Detailed information will be provided at the time a formal offer is extended.

Equal Employment Opportunity :

DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work.

DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner.

DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches.

All of our positions are therefore subject to stringent vetting and reference checks.

DAI is an equal opportunity / affirmative action employer with a commitment to diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.