Description

A national organization dedicated to building a representative democracy and winning elections seeks an experienced Executive Assistant to provide high-level administrative, scheduling, and operational support to the Executive Director.

The Executive Assistant (EA) will be a thoughtful, organized, and detail-oriented professional who thrives in a mission-driven, fast-paced environment and takes pride in delivering reliable support to an executive. The EA will have impeccable judgement, the ability to anticipate needs, and the flexibility to adapt to shifting priorities.

The EA will manage day-to-day priorities, build strong relationships both internally and externally, and ensure the Executive Director (ED) can operate efficiently and effectively to advance the organization's mission.

The ideal candidate brings experience scheduling for principals, excellent judgment and discretion, and a proven ability to succeed in a fast-paced environment, remaining calm and collected while always paying close attention to details.  This person has mastered adaptability, and is able to adeptly navigate shifting priorities.

This is an incredible opportunity for a thoughtful, flexible, and detail-oriented professional who is passionate about helping others succeed in their work.

Key Responsibilities 

• Manage and optimize the Executive Director’s calendar to reflect top priorities of the ED and organization, including scheduling meetings, resolving scheduling conflicts, and navigating time and priorities with other members of the leadership team.
• Ensure the daily operations of the ED’s calendar runs smoothly and efficiently, including calendar management, travel coordination, and thorough preparation for meetings.
• Partner with the ED and Chief of Staff to prioritize inquiries and requests while troubleshooting scheduling conflicts; make judgments and recommendations to ensure smooth day-to-day operations.
• Collaborate with senior staff members on the ED’s meetings and ensure the ED is equipped with all briefing materials in a timely fashion.
• Handle confidential information, including labor relations information, with discretion and maintain a high level of professionalism.
• Assist ED with preparation and execution of their job responsibilities and functions.
• Collaborate effectively across departments to enhance operational efficiency and foster a culture of teamwork and excellence.
• Serve as an ambassador for the ED’s office, working closely with staff, board members, funders, and movement leaders with the utmost professionalism.
• Coordinate logistics for meetings and retreats led by the ED and Chief of Staff, including planning, technical support, note taking, and tracking action items.
• Draft correspondence on behalf of the ED.
• Process administrative requests including timesheets and expenses.
• Perform other duties as assigned.

Location

This position is based in Washington, DC, and expected to be in the downtown Washington, DC, office at least several days a week. Must be available to work occasional evenings and weekends; some travel required.

To Apply

To apply for this position, submit a cover letter and resume via the provided link. Your cover letter should be concise, compelling, and include how you ensure scheduling for an executive advances an organization’s mission. 

Requirements

• 5+ years of professional experience, including as an Executive Assistant, scheduler or similar roles, ideally within progressive advocacy or political organizations.
• Sharp attention to detail, high standards of excellence, and adept at managing multiple priorities in fast-paced environments.
• Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities.
• Demonstrated ability to anticipate needs, be flexible, and work effectively and quickly under pressure.
• Ability to research, organize, and synthesize information and materials from multiple sources.
• Superb interpersonal skills with the ability to interact professionally and graciously with a variety of stakeholders, including staff, board members, external partners, and donors.
• Excellent judgment with the ability to quickly ascertain when to seek the ED’s guidance and when decisions can be made independently.
• Excellent written and verbal communication skills.
• High level of integrity, discretion, and professionalism.
• Knowledge of and interest in the progressive political movement.
• Commitment to advancing progressive policies, racial equity, and protecting every American’s right to vote. 
• Familiarity with Google Workspace, Zoom, Slack, and Asana.