Executive Secretary

Overview

AARP Services, Inc., founded in 1999, is a wholly-owned taxable subsidiary of AARP. AARP Services manages the provider relationships for and performs quality control oversight of the wide range of products and services that carry the AARP name and are made available by independent providers as benefits to AARP’s millions of members. The provider offers currently span health products, financial products, travel and leisure products, and life event services. Specific products include Medicare supplemental insurance; credit cards, auto and home, mobile home and motorcycle insurance, life insurance and annuities; member discounts on rental cars, cruises, vacation packages and lodging; special offers on technology and gifts; pharmacy services and legal services. AARP Services also engages in new product development activities for AARP and provides certain consulting services to outside companies.

 

The Executive Secretary provides professional administrative support directly to a manager and/or functional area. Supports the business unit by regularly providing administrative-level support on a variety of projects, programs, and initiatives that are typically division-wide or organization-wide. Prepares departmental, ad-hoc reports, and routes vendor invoices. Participates in and contributes to special projects as needed. Maintains a high-level of professionalism. Handles highly important or confidential information. Interacts professionally with and exhibits a high level of customer service when working with clients, members, or other external and internal customers.

Responsibilities

• Provides professional administrative support directly to senior leadership or functional area, including making travel arrangements, preparing expense reports, and scheduling meetings by reserving conference rooms, coordinating meetings, catering, assisting with team events or trainings, and technology support. Assists with the new hire onboarding.
• Receives and responds to correspondence sent to senior manager and maintains departmental records.
• Serves as a team resource on office procedures and standard business practices and systems, with a goal of making team more efficient. Maintains proper documentation on policies and procedures.
• Tracks project/program activities and participates in project activities including preparing budget or ad-hoc reports, monitor vendor invoices, ordering and inventory control, etc.
• Contributes as needed for inputs to department presentations or reports.
• Builds collaborative working relationships across the organization, with external partners, and/or with vendors. Maintains an understanding of the relationships important to the department or team’s work.

Qualifications

• High School Diploma and 5+ years of executive/administrative support experience, or an equivalent combination of education, training, and experience related to the position.
  
• Demonstrated expertise in managing complex calendars for multiple executives, effectively balancing competing priorities and ensuring adequate time for meeting preparation and participation.
  
• Proven experience coordinating domestic and international travel, including itinerary planning, time zone management, transportation, lodging, and related logistics.
  
• Strong event planning and meeting coordination skills, including managing logistics for multi-day events, large group meetings, catering, building access, and AV/IT support.
  
• Ability to build and maintain effective professional relationships with senior-level internal and external stakeholders.
  
• Exceptional organizational skills with the ability to prioritize, manage, and successfully execute multiple projects and responsibilities simultaneously.
  

Preferred:

• Associate's Degree.
• Advanced proficiency with Microsoft Office systems, including Teams, Outlook, Word, Excel and PowerPoint.

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

 

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.