Office Assistant
: Job Details :

Location: Washington, D.C. Hybrid, with regular in-person event support

Employment Type: Full-time

The American Swiss Foundation (“the ASF”) is the leading private organization dedicated to strengthening the historic friendship between the United States and Switzerland. We are seeking a highly motivated, organized, and detail-oriented individual to join our team as a Office Assistant.

In this role, you will directly support the Executive Director (ED). You will be responsible for creating and maintaining systems for tracking and managing deadlines, deliverables, events, and projects of the Foundation to support its efficient operations. You will manage the ASF's event and corporate governance calendars, communicating directly with board members and their executive assistants to schedule board and committee meetings. You will also engage with the 1,500 alumni of the Foundation and the broader ASF community through supporting the ASF's events both in the United States and in Switzerland.

Project Responsibilities

· Maintain an organized system for keeping track of upcoming deadlines and deliverables

· Update the ED on progress on various projects and upcoming deadlines

· Communicate frequently with the ASF's staff about upcoming deadlines and deliverables, ensuring no stone is left unturned

· Assist the ED with various projects on an ad hoc basis

Corporate Governance Support

· Schedule all board, council, and committee meetings as directed by the ED

· Assist with preparation of meeting materials as directed by the ED

· Coordinate logistics for board meetings, including setting up room with meeting materials and refreshments, setting up Zoom and Teams links, and working with Operations Coordinator to ensure A/V is available when necessary

· Attend all corporate governance meetings and take meeting minutes

Calendar Management

· Manage the ED's calendar, including scheduling meetings with the ASF's Chair and Co-Chair, board members, and external partners, as directed by the ED

· Create and maintain an event calendar for the ASF, keeping track of upcoming deadlines and deliverables for each staff member of the ASF

Recordkeeping

· Collect and maintain accurate records of Annual Conflict of Interest Agreements from board members

· Maintain the ASF's updated mailing address; update billing and shipping address on websites and invoices as needed

· Maintain and update ASF One Password, a database with the ASF's passwords

· Maintain and update the ASF's archives as necessary

Employee Benefits Management

· Coordinate with CBIZ (external accountants) to manage administrative responsibilities related to employee benefits

· Communicate information about employee benefits to new employees

· Maintain an organized system for saving and filing employee benefits-related documentation

· Manage employee onboarding and offboarding with CBIZ and IT

Event Support

· Assist with logistical support, registration and check-in process at events

· As directed by the ED, assist with scheduling U.S. Young Leader flights for the Young Leaders Conference

· Attend and provide support at in-person events in the U.S. and Switzerland as directed by the ED

· Handle any other assigned duties as directed by the ED

Qualifications

· Bachelor's degree required.

· 2-5 years of experience in project or event coordination, or equivalent experience as an executive assistant.

· Excellent attention to detail and organizational skills, proficient multitasking abilities, effective written and verbal communication skills, and high level of professionalism.

· Proficiency in Microsoft 365, Outlook calendar management, and CRM software (e.g., Salesforce) required. Blackbaud experienced preferred.

· Comfortable initiating communication with executive director and team members, politely reminding team members of deadlines, working independently to propel projects forward, and managing multiple tasks and deadlines with ease.

· Authorization to work in the U.S. is required.

Employee Benefits

The ASF is pleased to offer a competitive employee benefits package which includes:

· Healthcare Reimbursement Account (HRA) through ADP

· Dependent Care and Healthcare Flexible Spending Accounts (FSA) through HealthEquity

· 401(k) Retirement Plan (employees are eligible to contribute after completing one year of service)

Why Join Us?

· Work with a small, dedicated team to strengthen Swiss-American relations and engage with a vibrant alumni network.

· Gain hands-on experience in communications, event management, and international relations.

· Be part of a respected organization with a rich legacy of fostering cultural diplomacy.

Contact

Vanessa Beary, Executive Director, American Swiss Foundation: ...@americanswiss.org