Executive Assistant to the President/CEO

Institute for Women's Policy Research•Washington, DC

2d•Hybrid

About The Position

The Institute for Women’s Policy Research (IWPR) is seeking an Executive Assistant to the President/CEO. This role provides executive support and assistance in a one-on-one working relationship to the President/CEO. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President’s time and schedule, and coordinates closely with the Chief of Staff to ensure timely completion of the President’s priorities. The Executive Assistant also organizes and coordinates executive outreach; oversees special projects; liaises with the Board of Directors; and, as needed, provides confidential support to the Chief of Staff and C Suite regarding labor relations, contract administration, and other sensitive matters. This is a hybrid position, requiring the Executive Assistant to be in the office on the days the President is present. The ideal candidate will be self-directed, motivated, enjoy achieving high-impact results, and be able to work independently on projects from conception to completion. The position requires the ability to work under pressure, handle a wide variety of activities and confidential matters with discretion, and may require occasional work outside of standard business hours. The candidate should be flexible and adaptable to varied tasks.

Requirements

Bachelor’s degree with 5-10 years of experience supporting C-Level Executives, preferably in a non-profit organization, or equivalent.
Strong organizational skills, including attention to detail, that reflect the ability to perform and produce high-quality work products, while also prioritizing multiple tasks.
Exceptional interpersonal communication skills with the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
Strong writing, research and presentation skills.
Knowledge of Microsoft Word, Outlook, Excel and PowerPoint are required.
Commitment to a culture of excellence in the workplace.
Must be self-directed and motivated.
Ability to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Flexibility and ability to adapt to varied tasks.
Must be vaccinated against COVID-19 and have received a booster shot.

Nice To Haves

Experience supporting C-Level Executives preferably in a non-profit organization.

Responsibilities

Maintains primary responsibility for the President’s calendar.
Works in partnership with the Chief of Staff to plan, coordinate and ensure the CEO's schedule is followed and respected.
Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature.
Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Creates prep materials for President, coordinating with other members of IWPR leadership to ensure timely delivery of accurate and well-prepared documents ahead of meetings, events, and travel.
Organizes and coordinates executive outreach, oversees special projects, liaises with the Board of Directors, and, as needed, provides confidential support to the Chief of Staff and C-Suite regarding labor relations, contract administration, and other sensitive matters.
Works with Chief of Staff to manage and plan IWPR Board meetings.
Serves as the President's administrative liaison to IWPR’s board of directors.
Assists board members with travel arrangements, lodging, and meal planning as needed.
Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
Provides high-level administrative and operational support to the Chief of Staff and Chief Financial and Operations Officer on sensitive and confidential matters, including personnel, labor relations, collective bargaining, and contract administration.
Coordinates with C-Suite staff on collective bargaining and contract administration matters, including scheduling and preparing meetings, taking and maintaining accurate notes and records, tracking follow-up items, and managing highly confidential information with discretion and sound judgment.
Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general.
Helps prepare for internal and external meetings and presentations including conducting background research.
Coordinates with IWPR Communications Department on media related events and interviews.
Edits and completes first drafts of written communications to external stakeholders, including thank you notes.
Performs other duties as assigned.