Executive Administrative Assistant
About The Position
The National Endowment for Democracy (NED) seeks to advance democracy and freedom. NED seeks to empower its partners to inform, organize, and mobilize constituencies for political reforms as a means to build and sustain democracy. At NED, you will join a team of committed individuals who are mission- and values-driven. We are looking for individuals who will deliver their talents in support of our work. The Executive Administrative Assistant provides comprehensive administrative and operational support to the Executive Office, ensuring smooth day-to-day operations and efficient coordination across leadership functions. Reporting to the Chief of Staff and working closely with the Executive Assistant to the President/CEO and the Chief Operating Officer (COO), the Executive Administrative Assistant manages scheduling, documentation, financial processing, and information coordination that underpin the work of the President/CEO and COO offices. This position is ideal for a detail-oriented professional who thrives in a fast-paced environment, demonstrates sound judgment and discretion, and takes pride in delivering accurate, timely administrative support. This is a hybrid position based in Washington, DC.
Requirements
- 1-2years of administrative or coordination experience, preferably supporting executives or senior management.
- Proven ability to manage multiple priorities, meet deadlines, and maintain organized systems.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint) and familiarity with SharePoint, Teams, or similar platforms.
- Experience preparing or processing financial and expense documentation; familiarity with accounting or procurement processes preferred.
- Demonstrated discretion, professionalism, and confidentiality in handling sensitive information.
- Collaborative, adaptable, and able to build productive working relationships across teams.
- Exceptionally organized and detail-oriented.
- Dependable and responsive with strong follow-through.
- Positive, professional, and service-oriented approach.
- Team-focused and aligned with NED’s mission and values.
- Able to anticipate needs, take initiative, and maintain composure under pressure.
Responsibilities
- Support day-to-day front office operations under the direction of the Chief of Staff.
- Maintain the COO’s calendar, including scheduling, supporting prioritization of requests, and coordinating meeting needs for each engagement.
- Maintain the Executive Office master calendar of organizational milestones, events, and key activities.
- Assist with accurate version control, filing, and routing of internal documents requiring review and clearance.
- Prepare and process purchase orders (POs), travel request forms (TRFs), travel expense reports (TERs), and other financial reconciliations for the President/CEO, COO, and board-related activities.
- Track budget expenditures, procurement requests, and reimbursements to ensure timely processing and compliance with internal procedures.
- Serve as liaison for vendors, travel agencies, and event providers supporting Executive Office and COO Office engagements.
- Support recordkeeping of contracts, invoices, and expense documentation in coordination with Finance and Procurement teams.
- Support filing, tracking, and retrieval of Executive Office documents, including the maintenance of an efficient SharePoint and Teams filing system.
- Update the President’s Corner on NED’s intranet to support internal communication and transparency.
- Assist in updating deliverables for the Chief of Staff and COO.
- Assist the Chief of Staff and Executive Assistant with internal briefings, reports, and meeting materials, supporting accuracy and completeness.
- Provide logistical and administrative support for Executive Office-sponsored meetings, retreats, and special events.
- Assist with planning and coordination of staff engagement activities and institutional gatherings.
- Coordinate and help lead the Fun at NED Committee to strengthen workplace culture and community.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
