Executive Assistant, Science & Innovation

National Geographic•Washington, DC

1d•Onsite

About The Position

The National Geographic Society invests in a diverse, global community of National Geographic Explorers who are leading a new age of exploration in support of our mission: to illuminate and protect the wonder of our world through science, exploration, education, and storytelling. These bold individuals represent more than 140 countries and their vast array of backgrounds, perspectives, and fields bring us to the far reaches of the globe. The Science & Innovation team oversees the Society’s funding efforts in science, conservation and technology, develops and manages major mission programs, and establishes programmatic partnerships with like-minded non-governmental organizations (NGOs). The Executive Assistant (EA) provides administrative support to the Chief Science and Innovation Officer (CSIO). They also act as a thought partner on administrative, operational, and special projects, to advance operational effectiveness and productivity of the Science & Innovation Division. Additionally, this role provides administrative support across the Division and serves as a liaison within the broader Society. Finally, this position works closely with the CSIO and the Science & Innovation Leadership team to coordinate efficient administration and operations of the office to meet the Society’s ambitious programmatic goals. The EA requires a high-functioning professional with excellent interpersonal skills, a proactive and collaborative mindset, and the ability to anticipate needs to ensure smooth administration.

Requirements

Bachelor's degree preferred or equivalent work experience.
5+ years of progressively responsible experience in administrative positions, including at least two years in an executive office.
Experience working in a fast-paced programmatic office required.
Excellent administrative, organizational, and oral/written communication skills required.
Ability to multi-task and anticipate needs, discern priorities and meet deadlines with exceptional attention to detail.
Proven ability to exercise good judgment and critical thinking while maintaining confidentiality.
Professional demeanor and high level of comfort working with high profile and high net-worth individuals.
Ability to take initiative and work well in a deadline oriented, fast paced and high-pressure environment with superior follow up skills.
Advanced proficiency with MS Office, including Outlook, PowerPoint, Word, Excel.

Responsibilities

Proactively manages the CSIO’s day utilizing excellent prioritization skills, discretion, and tact while maintaining complete confidentiality and discretion.
Full calendar management including strategic scheduling and thoughtful coordination with internal and external constituents.
Ensuring the CSIO is appropriately prepared for meetings through succinct communications and compilation of accurate briefing materials.
Facilitating ad hoc meetings, such as programmatic meetings, external meetings, and Science & Innovation All Hands meetings through coordination of agendas, PowerPoint presentations, logistical planning (catering, meeting spaces, technology), and timely communications.
Preparing and disseminating directives and action requests to others on behalf of the CSIO to ensure efficient workflow.
Monitors deadlines, follows up on delegated tasks, and provides reminders.
Works closely with the CSIO when planning and coordinating CSIO travel including compilation of appropriate briefing materials, coordination with other travelers, booking arrangements (air, hotel, ground, transfers), monitoring travel restrictions, keeping visas and passports up-to-date, and monitoring CSIO’s needs while on the road.
Independently manages a variety of administrative tasks for the CSIO including expense reports, reimbursements, and invoice submissions in a timely and efficient manner.
Maintains and develops their expertise as an EA. Attends training and/or conferences, as appropriate, to support personal expertise development.
Supports the CSIO, Deputy to the CSIO (DCSIO), VP of Zenith Programs, and Special Assistant to the CSIO to manage and address divisional needs.
Attends weekly Science & Innovation Leadership meetings and works alongside the team to drive the work of the division through communication avenues (e.g. email, Slack, NG Connect, etc.) to ensure collaboration that facilitates effective working relationships across the Division and Society.
Supports the creation of agendas for monthly Science & Innovation All-Staff meetings and plays a key role in driving and developing “connectedness” within the team through this meeting and other ad hoc team events.
Maintain a SIP divisional calendar including meetings, key events, convenings, All Staffs, Treat Tuesdays, and programmatic moments to keep everyone informed and aligned.
Build out a schedule for All Staffs to include guest speakers.
Support the organization of key NGP meetings and meetings/events.
Canvas staff and coordinate internal communications for all-staff updates, events, or shared messaging moments.
Manage planning and logistics for internal storytelling formats (e.g., "Treat Tuesdays," brown bags, Closer Look).

Benefits

medical, dental, and vision insurance
engaging and comprehensive wellness program
401(k) retirement savings plan with matching contributions after 6 months of employment
flexible paid time off benefits with up to 22 days of paid annual leave per calendar year (15 days for new hires in their first year, prorated based on the number of pay periods remaining in the year)
10 days of sick leave
12 paid holidays and a paid winter break between December 25 and 31
paid parental leave
adoption and surrogacy expense reimbursement
fertility benefits
learning and development opportunities
Lifestyle Spending Account
pet adoption assistance and insurance
pre-tax transportation benefits with a generous employer subsidy
employer-paid life insurance and disability benefit
a variety of National Geographic discounts and perks