Executive Administrative Partner (Executive Assistant)

The Executive Leadership Council•Washington, DC

10d•Hybrid

About The Position

The Executive Leadership Council is seeking an Executive Administrative Partner (Executive Assistant) to join the Executive Office in their Washington, DC office. This role provides high-quality administrative, logistical, and operational support to the organization's Executive Leadership Team (ELT), ensuring the team operates with focus, efficiency, and precision. The position reports to the Chief of Staff and manages the coordination and execution of essential ELT operations, including complex calendar management, travel arrangements, meeting preparation, expense processing, and document organization. It also contributes to the preparation of Board and committee materials, cross-departmental presentations, and key internal deliverables. This role is central to the smooth functioning of the Executive Office and the day-to-day effectiveness of the ELT. The successful candidate will be highly organized, detail-oriented, and proactive, with excellent judgment and the ability to manage multiple priorities in a dynamic environment. While the role is hybrid, the Executive Administrative Partner is expected to maintain in-person availability, mirroring the ELT's schedule to ensure seamless communication, coordination, and real-time decision-making.

Requirements

A Bachelors degree in Business Administration, Management, Non-Profit Leadership or another relevant academic discipline.
Minimum of 5+ years of experience supporting C-suite or senior executives, preferably within a large nonprofit, corporate, or a complex organizational environment.
Proven track record managing multiple executive calendars, travel logistics, and complex scheduling with a high degree of professionalism.
Experience preparing high-level presentations and Board materials.
Demonstrated success in administrative operations and expense management.
Experience partnering with senior leadership, boards, and external stakeholders.
Demonstrated success in Proactive Ownership such as the anticipation of needs, identifies solutions, and taking initiative.
Excels at managing multiple priorities with strong attention to detail and follow-through.
Exceptional written and verbal communication skills; able to prepare polished executive materials
Maintains confidentiality and demonstrates professionalism in all interactions.
Proficient with Microsoft productivity suite such as Outlook, Teams, SharePoint, productivity tools (e.g., Zoom, Concur, Asana, Slack, CRM systems) as well as other functional software relevant to area of responsibility.

Nice To Haves

Master's preferred.

Responsibilities

Provide direct administrative and operational support to members of the Executive Leadership Team as directed by the Chief of Staff.
Manage multiple complex calendars, coordinating internal and external meetings, resolving scheduling conflicts, and ensuring executives' time aligns with organizational priorities.
Track and support ELT deliverables, follow-up actions, and recurring reporting requirements to ensure accountability and timely completion.
Coordinate materials and logistics for recurring ELT meetings, retreats, and strategic sessions.
Serve as the central liaison between the ELT, the Chief of Staff, and other departments on scheduling, communication, and workflow management.
Prepare, proofread, and format Board and Board committee meeting decks and related presentation materials in partnership with the Chief of Staff and department leads.
Collaborate with the Chief of Staff and Director of Board Operations to ensure timely completion, review, and submission of materials for Board and Committee meetings.
Maintain version control, ensure quality assurance of content and formatting, and coordinate deadlines for ELT contributors.
Support development of cross-departmental decks and publications, including leadership updates, internal briefings, and annual deliverables (e.g., impact reports or publications).
Collect, synthesize, and format content from multiple ELT members and departments, ensuring alignment with Executive Office standards for tone, accuracy, and visual presentation.
Coordinate and manage all domestic and international travel arrangements for the ELT, including flights, hotels, ground transportation, and itineraries.
Prepare comprehensive travel packets, including meeting agendas, event logistics, and relevant briefing materials.
Plan and manage logistics for ELT offsites, leadership retreats, and internal events, including venue selection, vendor coordination, catering, and onsite support (as directed by ELT).
Manage and submit expense reports for ELT members, including reconciliation, coding, and tracking of reimbursements.
Serve as the point of contact for resolving discrepancies or issues related to expense policies and approvals.
In collaboration with the Office Manager, coordinate procurement requests, supply orders, and vendor payments as needed for ELT projects and events.
Prepare agendas, gather materials, and distribute pre-read packets for ELT meetings.
Attend meetings as requested to record key decisions, notes, and action items.
Follow up on action items to ensure progress and accountability.
Draft, proofread, and edit internal communications, memos, and presentation materials for the ELT.
Maintain the confidentiality of all organizational, personnel, and financial information.
Maintain accurate digital filing systems for the ELT and Executive Office, ensuring accessibility, confidentiality, and document version control.
Manage shared drives and archives (e.g., SharePoint, Teams, or OneDrive) to ensure consistent organization and governance.
Support onboarding and offboarding documentation for ELT members in coordination with HR.
Work in close collaboration with the Chief of Staff to synchronize administrative workflows with strategic priorities.
Ensure that all scheduling, materials, and communications reflect the strategic direction set by the CEO and the Executive Leadership Team.
Provide administrative insight and feedback to support the Chief of Staff's management of the ELT'S operating rhythm.
Serve as a trusted liaison between the Executive Office, Executive Leadership Team, and internal or external stakeholders, maintaining professionalism and alignment with organizational values.
Contribute to the achievement of established department goals and objectives and adhere to department policies, procedures, quality standards, and safety standards.
Maintain current professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing professional networks, and participating in professional associations.
Ability to work in a fast-paced office environment, demonstrating a flexible approach with short deadlines.
Promote a culture of high performance and continuous improvement that values learning and a commitment to quality improvement.
Ability to maintain high project organization, multitask, and a focus on quality of results with attention to detail in a fast-paced environment.
Create and manage a seamless information sharing workflow within the Executive Office, ELT, and the overall organization.
Serves as a back-up for office management duties, as necessary.
Perform other duties as needed.