Executive Assistant, Operations & External Affairs

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Position Title: Coordinator, Office of the President & CEO

 Location:          Washington, DC (hybrid)

Reports to:   Chief Operating Officer and Executive Vice President & Managing Director, Head of Global External Affairs

FLSA Status:    Exempt            

Position Summary: The Managed Funds Association, based in Washington, D.C, and New York, represents the global alternative investment industry by advocating for public policies that foster efficient, transparent, fair capital markets, and competitive tax and regulatory structures.

MFA is seeking a highly organized and detailed orientated candidate for an Executive Assistant position. This individual will be responsible for providing executive support for two senior-level executives, the Chief Operating Officer and Executive Vice President & Managing Director, Head of Global External Affairs and perform office management responsibilities.

A successful candidate must have excellent verbal and written communication skills, enjoy multi-tasking in a fast-paced environment, as well as strong multi-tasking skills. The candidate must be professional, reliable, conscientious, flexible, motivated, maintain strict confidentiality with all information acquired, and have a positive attitude and friendly demeanor.

Essential Responsibilities:

  • Provide strong administrative and organizational support to the Chief Operating Officer and the Executive Vice President & Managing Director, Head of Global External Affairs.
  • Coordinate meeting schedules, organize and participate in conference calls for the executives and respective committees and forums.
  • Prepare, organize, and distribute official correspondence for the executives.
  • Arrange domestic and international travel arrangements to facilitate individual and group meetings with the association’s members, Board of Directors, elected officials, and government regulators.
  • Update internal and external documentation involving members, Board of Directors, and prospective members.
  • Engage heavily with clients while maintaining strict confidentiality with all information acquired.
  • Provide invoice support and expense statement preparation, including verifying charges, facilitating approval process, and reporting.
  • Coordinate office maintenance requests, receive mail/deliveries, process shipments, and maintain office supply inventory.
  • Ensure café is kept clean and stocked, coordinate staff meals.
  • Manage relationships with vendors and service providers.
  • Support the development and implementation of policies for the operations and administrative teams;
  • Provide administrative support to other internal teams, as needed;
  • Perform other duties, as assigned.

Qualifications and Requirements:

  • Bachelor’s degree is preferred.
  • Minimum of 5 years experience supporting a senior-level executive.
  • Strong computer skills to include but not limited to Microsoft Outlook, Word, Excel, and Concur. Experience with using video conferencing tools is required.
  • Demonstrated ability to self-start as well as work as part of a team, with strong interpersonal skills.
  • High level of professionalism and attention to detail.
  • Excellent written and verbal communication skills.
  • Strong time management skills and ability to efficiently manage concurrent tasks.
  • Ability to excel under pressure and is confident handling last-minute details and changes.