The Executive Senior to CEO works directly with the CEO and the Executive Office staff to plan, execute, and follow up on the department’s operational tasks. Areas of responsibility include managing the CEO’s office. This role would be involved with helping the CEO allocate and prioritize the allocation of the CEO’s time between governance, strategy, the ExecTeam ( C-level staff), operations, external partnerships and the organizations community. In addition to time/calendar management on behalf of the CEO, other responsibilities include drafting correspondence for CEO review, assistance with travel planning and materials preparation. Directly manages onsite administrative staff, and ensures internal and external interactions such as written materials and verbal exchanges demonstrate professionalism, empathy, and high-quality standards. Maintains confidentiality on all work items.
Primary oversight of the CEO’s time, which includes planning for weekly, monthly and quarterly internal and external meetings.
Assists with managing/updating items on the CEO project list. Performs follow-up actions on project list items at the direction of the CEO.
Manages CEO’s calendar and assists with the organizing of effective meetings. Oversees Executive Office support staff tasked with reserving conference rooms, adding required links to calendar appointments, addressing AV needs, arranging catering, and confirming attendance status.
Interfaces directly with the ExecTeam members to ensure a year-round schedule of one-on-one meetings and weekly group meetings are in place. Provides meeting participants with calendar reminders and requests for agendas and project lists in advance of one-on-one meetings. At the CEO's direction, adds post-meeting action items to the Executive Office project list.
Coordinates with HR to arrange a connection with the CEO for new staff hires and other department gatherings as needed.
Interfaces with members of the Board of Directors, volunteer leaders, and other key contacts. Tasks include but are not limited to arranging pre-board meeting calls, responding to Board Member inquiries, and addressing special needs such as dietary restrictions.
Directly handles unplanned/urgent requests for the CEO’s time.
Oversees the CEO’s international and domestic travel arrangements. Collaborates with support staff to prepare information packets with items such as itineraries, presentations, biographies of meeting participants, documentation required for international entry and exit processes, e.g., VISA, vaccines, COVID Testing, quarantine rules, travel masks –N95s, etc., investigates/reports on travel insurance options.
Oversight of support staff whose tasks include, but are not limited to, i) maintaining CEO Outlook contact list, ii) daily monitoring of Executive Office Alias Tracker, iii) ordering supplies, iv) coding invoices and assistance with travel and expense reports, v) sending cards, gifts, etc. to volunteers and staff and vi) logistics planning and execution for Executive Office meetings and events.
EDUCATION AND EXPERIENCE:
Bachelor's Degree required.
Minimum ten years of office administration experience and at least three years as a staff manager.
SKILLS AND ABILITIES:
Experience and a track record of success with all aspects of executive office operations.
Demonstrated ability to work in a highly confidential manner.
Brings a creative approach to working with volunteers and colleagues.
Ability to communicate in writing and verbally with staff and a broad range of external contacts professionally and effectively.
Experience in relationship-building and working with board members, executives, and senior staff members.
Excellent organizational, staff management, and project management skills.
Proficiency with Microsoft Office Suite (Excel, PowerPoint, Outlook, and Word).
Proven planning and project execution skills.
Strong attention to detail.
Excellent abilities in problem-solving. Flexibility and a willingness to adapt to change.
Outstanding time-management skills. The ability to prioritize deliverables and manage tasks simultaneously.
Proven record of tracking projects and promoting follow-up actions
Adept at working proactively, taking on new initiatives, and working independently.
Located in the Dupont Circle neighborhood of Washington, DC, Optica offers a competitive salary and benefits. Please send your resume and cover letter with salary requirements to firstname.lastname@example.org.
Optica is an equal employment opportunity employer and will not discriminate against any employee or applicant on the basis of race, color, age, sex, national origin, disability, religion, marital status, veteran's status, personal appearance, political affiliation, sexual orientation, family responsibilities, matriculation, or any other basis prohibited by law.
Optica (formerly OSA) is dedicated to promoting the generation, application, archiving, and dissemination of knowledge in optics and photonics worldwide. Founded in 1916, it is the leading organization for scientists, engineers, business professionals, students, and others interested in the science of light. Optica’s renowned publications, meetings, online resources, and in-person activities fuel discoveries, shape real-life applications and accelerate scientific, technical, and educational achievement.