Administrative Assistant

Administrative Assistant

Investment Company Institute (ICI), a leading global association of mutual funds, ETFs, and other regulated funds, is seeking an Administrative Assistant to support the Chief Strategic Communications Officer and the Strategic Communications Department.

As a key member of the Strategic Communications team, you will provide comprehensive administrative support, coordinate departmental functions, manage calendars and travel, handle communications, and assist with the planning and execution of events and reporting.

• Manage the calendar for the Chief Strategic Communications Officer, book standing meetings, conference calls, and appointments.
• Maintain the  board and other project‑management tasks for the team.
• Administer all ICI subscriptions, track the budget, and coordinate with Accounting.
• Coordinate with other ICI departments in preparation for Board meetings.
• Process invoices and contracts for Strategic Communications with external vendors.
• Assist with ICI executive positioning events and programming as needed.
• Manage internal team‑building activities.
• Book travel, prepare expense reports, and resolve issues with travel agencies, Accounting, and Conferences.
• Prepare weekly reports to the CEO and agendas for other meetings.
• Track staff leave requests and compile a departmental leave report for Human Resources.
• Answer phone calls for the Chief Strategic Communications Officer and other lines, screen and route calls, take messages, and greet visitors.
• Receive, open, and route mail and faxes; prepare mail and Fed Ex pickups; process materials for relevant outboxes.
• Maintain contact lists for the Public Communications Committee and other member groups and serve as main point of contact for member questions regarding committee meetings.
• Register memos for the Strategic Communications Committee and other ICI member groups.
• Arrange and manage departmental functions (staff meetings, lunches, etc.).
• Process all disbursements for Strategic Communications and monitor department expenses; coordinate with Accounting on accurate coding.
• Support planning, organization, and execution of special Public Communications Committee events with media and ICI members.
• Assist with the public release of ICI reports, using ICI’s custom applications and CRM system.
• Provide research, organizational, and administrative support for specialized projects.
• Help format and maintain consistency in speech materials, handouts, and PowerPoint presentations.
• Perform other appropriate tasks as assigned.

• Undergraduate degree preferred and minimum of 3–5 years of administrative office experience or equivalent education and experience.
• Adaptability to evolving requests and high‑pressure environments.
• Excellent oral and written communication skills.
• Advanced administrative and organizational abilities.
• Discretion and ability to handle sensitive, confidential information.
• Strong multitasking skills with ability to meet multiple deadlines.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and familiarity with ICI web‑based expense, accounting, and leave reporting systems.
• Ability to work with Institute staff, senior representatives of member firms, vendors, and guests.
• Flexibility to work occasional overtime as needed.

Base salary: $55,000.00/yr – $63,000.00/yr. Pay is based on skills and experience.

Located in Washington, DC (next to McPherson Square Metro). This is a hybrid position: three days in the office and two days working from home.

ICI offers competitive pay, bonus incentives, and comprehensive benefits, including a medical plan, 401(k) retirement savings plan, paid leave, commuting subsidies, tuition reimbursement, and training & development opportunities.

Please submit your cover letter and resume.

ICI is an Equal Opportunity Employer that values diversity and inclusion in the workplace.

Mid‑Senior level

Full‑time

Administrative – Industry Associations