Executive Assistant and Board Liaison

Vital Voices Global Partnership•Columbia, WA

3d•Hybrid

About The Position

Vital Voices is seeking a highly organized and proactive Executive Assistant and Board Liaison to support the CEO, Alyse Nelson. This role is ideal for someone who thrives on managing complex logistics, navigating shifting priorities with professionalism and discretion, and serving as a trusted partner to executive leadership and the Board. The Executive Assistant and Board Liaison will play a central role in ensuring the CEO is prepared and supported across day-to-day operations, travel and high-profile events, special projects, Board engagement, and Senior Leadership coordination. The ideal candidate is highly adaptable and energized by supporting mission-driven work at the highest levels of global leadership. This position is based in Washington, DC with the option of a hybrid work schedule. We are not accepting remote candidates.

Requirements

Bachelor’s degree preferred, plus 4-7 years of relevant work experience supporting senior executives, C-suite leaders, or high-level stakeholders. Equivalent experience may substitute for education.
Proven experience managing complex domestic and international travel arrangements, including visas, itinerary changes and executive-level logistics.
Experience supporting high-level meetings and events.
Strong experience with digital design and presentation tools (e.g., Canva, PowerPoint) and the ability to create professional presentations, one-pagers, and visual materials.
Familiarity with AI tools and a willingness to incorporate them into daily work.
Strong written and verbal communication skills, with experience drafting professional correspondence, briefing materials, agendas and notes.
Exceptional organizational and project management skills with the ability to manage multiple priorities, shifting timelines, and confidential information with discretion and professionalism.
Experience supporting Board logistics, meetings, communications and retreats strongly preferred.
Excellent oral and written communications skills in English.
Strong computer skills including MS Office applications, and database software (i.e., Salesforce), and Asana.
Experience working cross-functionally to support key objectives.

Nice To Haves

Experience supporting Board logistics, meetings, communications and retreats

Responsibilities

Manage CEO’s calendar and communications including answering phone calls, directing calls to appropriate parties, taking messages, and responding to general inquiries, as well as screening and prioritizing phone calls and emails.
Prep CEO with itineraries, reading materials, Zoom invites, and contact bios.
Schedule internal check-ins with CEO’s direct reports and department leads, as well as external meetings.
Prepare materials, attend meetings as needed, and coordinate strategic follow-up and action items.
Greet CEO guests for in-person meetings at VVHQ.
Arrange & manage domestic and international travel and lodging (including booking air, hotel, and ground transportation), plus visa requests as needed.
Coordinate and adapt to frequent travel changes and re-bookings, with availability to support urgent travel needs during evenings and weekends.
Manage executive logistics and engagement support for high profile events, dinners and campaigns, ensuring a seamless experience for the CEO.
Coordinate invitations and correspondence on behalf of the CEO for guests, speakers, and participants.
Prepare executive briefing materials, including vetted remarks and talking points.
Serve as point-of-contact for VIPs and high-profile stakeholders, coordinating closely with their teams, security personnel and secret service as needed.
Coordinate and consolidate SLT updates for pre-read materials, prepare meeting agendas and support materials for distribution, take minutes, and support the board with meeting setup including room reservations, catering, travel logistics, and other arrangements.
Prepare and edit Board slides as needed.
Maintain Board member contact information, assistants, headshots and bios.
Organize logistics and planning for Board retreats.
Maintain online Board Effect platform for board materials.
Prepare and manage invoices, contracts, and credit card reconciliations.
Track monthly actuals for CEO and Board.
Partner with Finance to develop budgets for special projects and events.
Manage and facilitate the timely review and approval of timesheets, staff requests, and offer letters, ensuring all required materials are routed to the CEO for signature and action.
Prepare presentations, one-pagers and other documents using Canva, PowerPoint, and other tech-forward tools for the CEO, SLT, and Board.
Coordinate agenda topics and briefing materials in advance of SLT meetings, schedule recurring check-ins with the CEO’s direct reports, and maintain visibility into out-of-office schedules to support strategic planning and awareness.
Other duties as assigned.