Do you have 5 years of executive support experience?

Are you passionate about social equality?

We are currently in search of an Executive Assistant for a Social Justice Nonprofit. The position is Hybrid in Washington, DC. This is a full-time, temporary to permanent position.

ORGANIZATION TYPE: Social Justice Nonprofit

LOCATION: Washington, DC (Hybrid)

POSITION TITLE: Executive Assistant

SCHEDULE: 37.5 hours/week

DURATION: Temporary-to-permanent

HOURLY RATE: $35.00 - $40.00

Is This Your Dream Job? The Executive Assistant will support the President and serve as a liaison to the Board of Directors. This position must respond quickly and with good judgment in a fast-paced environment and be able to handle highly confidential and sensitive information in a professional manner. The ideal candidate will be proactive and personable with a strong commitment to social equity and justice.

Our Ideal Candidate:

• 5+ years of experience supporting C-suite executives and executive teams required
• Bachelor’s degree or relevant experience preferred
• Proficient with Microsoft Office
• CRM experience a plus
• Proficiency in A/V set up and troubleshooting a plus
• Team player who also works well independently
• Time management and organizational skills to balance multiple tasks while maintaining attention to detail
• Ability to provide the highest level of customer service and handle confidential information
• Proficiency in Spanish and/or ASL a plus

How You Will Spend Your Day:

High-Level, Administrative Executive Support:

• Responsible for overall administration and coordination for the Office of the President, including managing appointments, arranging all travel logistics, managing expense reports, and other tasks as needed;
• Provide support for meetings, including agenda development, facilitation support, scheduling, preparing any necessary technology, ensuring compilation and sharing of relevant background information, notetaking, and overseeing follow-up communications or next actions;
• Work closely with the President, the Leadership Team and Board Chairs to keep key stakeholders well informed of upcoming commitments and responsibilities;
• Take initiative by following up and following through, especially prioritizing conflicting issues to ensure that all team and organization-level objectives are met.

Operational Systems and Processes:

• Design and facilitate core operational systems and processes to help the Office of the President run smoothly;
• Work with staff and consultants to manage contract administration, expenses, honoraria, and invoices. In collaboration with the Chief Development Officer, monitor and proactively follow up on workflows for grants, contracts, and payments;
• Support team-wide budgeting processes such as annual planning, tracking spending, and regular reforecasting;
• Provide any necessary administrative support in collaboration with the Development Team for grantmaking, such as management of the team’s grant pipeline, tracking deadlines, and due dates for reports and payments;
• As needed, provide project management for special initiatives, and provide additional capacity on key cross-organizational initiatives.

Internal and External Communications:

• Help ensure clear communications across the Office of the President and between the team and the broader organization, including regular drafting of all staff updates in collaboration with the Vice President(s);
• Track, manage, and follow up on existing and incoming external contacts with professionalism, cultivating ongoing relationships as needed;
• Support the President and the Executive Team in fostering connections with staff by proposing and implementing initiatives that build a trust-based, inclusive culture;

Team Member:

• Help ensure clear communications across the Office of the President and between the team and the broader organization, including regular drafting of all staff updates in collaboration with the Vice President(s);
• Track, manage, and follow up on existing and incoming external contacts with professionalism, cultivating ongoing relationships as needed;
• Support the President and the Executive Team in fostering connections with staff by proposing and implementing initiatives that build a trust-based, inclusive culture;
• As needed, provide support for written assignments including speeches, reports, emails, etc.

Board Liaison:

• Provide all logistical support for board meetings, board committee meetings and any necessary calls or ad hoc meetings;
• Serve as the primary staff liaison to the boards of directors including routing board member questions and requests to appropriate staff members for follow up and serve as a conduit for information between staff and board;
• Ensure all new board members receive orientation materials, get added to appropriate list serves and related materials; keep documents up to date as required;
• Understand board bylaws, policies, resolutions and procedures to ensure such protocols are known and followed. Manage board bylaws, collecting, filing and compiling all amendments;
• Collect and update conflict of interest statements for all board members;
• Ensure board website and main website board listings are up-to-date and accurate;
• Manage all board files, information and data including multiple boards of directors contact lists, listservs, board member biographies and photos for variety of communication needs;
• Responsible for archiving of board materials both digitally and with Cornell archives;
• Keep the executive director abreast of important dates related to the board of directors and take appropriate action (notecard, gift, etc.);
• Responsible for drafting the annual budget for the Board of Directors with the collaboration of the President;
• Manage proprietary internal intranet site, currently BoardSpot for board materials, board meetings, on-boarding and welcome surveys, archive materials and board calendar;

Board Meetings and Committees:

• Handle all logistical arrangements for all in-person board meetings per year including scheduling board meetings, securing meeting venues; communicate/negotiate with outside vendors (hotels, transportation, etc); and managing staff travel/accommodations.
• Oversee identification, compilation and timely production of all materials for board meetings including coordinate roles of various staff, agenda development with co-chairs and senior staff; reports, reference documents, presentations and converting documents for board SharePoint site.
• Take and distribute official minutes and notes for board meetings, co-chairs calls, board executive committee meetings, and committee meetings; works with staff and board of other committees to ensure appropriate recording of minutes, notes and to-do lists.
• Manage board committees, including identifying call times and setting up conference calls for all board committee meetings; sending reminders; send RSVP notices to committee chair and staff contact; takes notes and/or minutes for all standing committee calls; keep files of agendas and minutes for all standing committees.
• Maintain electronic/hard copy systems to support the board committee structure including scheduling calls, reminders, and other logistical support for committee meetings; and
• Work in coordination with other designated staff representatives to board committees.

We’d love to hear from you.

If this sounds like the job for you, we would love to help make that happen. Please apply using the link below.

For more information about Careers In Nonprofits and our other available opportunities and workshops, please visit our website at www.careersinnonprofits.com.

Careers In Nonprofits is an equal opportunity employer. Empowered by the #ILoveMyJob mission, we celebrate diversity and are committed to creating an inclusive work environment within the nonprofit sector.

Due to the high volume of applications we receive, we regretfully can only respond to those candidates who best meet the requirements of a specific position or whose backgrounds are generally applicable to our client base. Please rest assured that we retain all candidate information for possible future matches, even if you do not hear from us in regard to your application in response to this ad.