Executive Assistant to the President

Martha's Table•Washington, DC

12d

About The Position

Reporting directly to the CEO, the Executive Assistant and special projects leader provides high-level strategic, administrative, and project management support to ensure the efficient operation of the Office of the President, serving as the primary internal/external liaison and managing critical initiatives from conception to completion. The Executive Assistant provides executive support in a one-on-one relationship. The Executive Assistant also serves as a liaison to the Board of Directors and executive leadership teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working in a small, entrepreneurial, mission-driven, results-driven, and community-oriented environment. The Executive must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Assistant also provides administrative support to the Vice President and Chief of Staff (VP, COS). The ideal individual exercises sound judgment and manages sensitive matters with a high level of confidentiality and discretion; is organized, with a proven ability to effectively prioritize and manage multiple priorities; has strong written and verbal communication skills; and is a proactive problem-solver and highly dependable.

Requirements

Stakeholder Engagement and "Exceptional Service": Exceptional interpersonal skills and proven ability to engage strategically and diplomatically with a range of high-level internal and external stakeholders (e.g., Team members, Board members, neighbor and guests, government officials, major donors, executive peers). Embodies and serves as a model for organizational mission, vision, and core values.
Exceptional Executive Communication and Writing Skills: Proven ability to draft, edit, and proofread professional correspondence, reports, and high-level communications that accurately reflect the CEO’s voice and the organization's mission. Must possess impeccable grammar and a sophisticated command of language.
Advanced Strategic Organizational and Project Management Skills: Demonstrated expertise in managing multiple, concurrent, and complex priorities, projects, and deadlines. Highly proficient in formal project management methodologies (e.g., milestone tracking, reporting, resource coordination).
Discretion and Emotional Maturity: Impeccable degree of dependability, trustworthiness, and emotional maturity, especially regarding highly sensitive, confidential, and proprietary materials and information. Ability to exercise sound judgment and proactively solve problems.
Resourcefulness and Independence: Highly resourceful, forward-looking thinker with a demonstrated ability to work independently, anticipating needs and proposing effective solutions to complex issues with minimal guidance.
Bachelors degree (preferred)
7-10 years of progressively responsible experience supporting C-level executives, preferably in a nonprofit or mission-driven organization.
Demonstrated experience in leading and managing projects across multiple departments or stakeholders.
Proficient in Google Workspace, Microsoft Office (Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms.

Nice To Haves

Familiarity with Generative AI tools
Project Management Certification (e.g., CAPM or PMP) preferred

Responsibilities

Manages and optimizes an extremely active and complex calendar for the President & CEO
Providing a "gatekeeper" and "gateway" role to protect the CEO’s time and create mutually beneficial access opportunities.
Completes all administrative tasks, including managing travel logistics, completing expense reports, reconciling purchases and reimbursement requests, maintaining comprehensive electronic and hard copy files, and monitoring and coordinating responses to the organization’s general information inbox
Researching, compiling, and reviewing relevant information in advance, as needed; composing and preparing correspondence that is sometimes confidential; developing detailed, accurate, and timely briefing materials and draft reports; maintaining files (electronic and hard copy)
Monitors the operational budget for the CEO's office/department (Department 760), tracking expenditures against approved budgets and alerting the CEO to variances, even without direct budget authority.
Oversees and manages key vendor contracts, subscriptions, and services utilized directly by the Office of the President.
Supports the CEO's major donor portfolio by maintaining an active tracking system (often in a CRM), preparing detailed briefing documents for all high-level donor meetings, and ensuring timely follow-up.
Coordinates the CEO's involvement and required materials for capital campaigns or large-scale fundraising initiatives.
Assists the CEO and Communications team in preparing and coordinating internal and external communication materials during time-sensitive or crisis situations.
Provides advanced executive writing support by drafting, editing, and refining high-stakes correspondence, including official statements, donor acknowledgement letters, high-level personal correspondence, and confidential reports, ensuring an impeccable organizational voice, and other tasks that facilitate the CEO’s ability to effectively lead the organization.
Serves as a crucial communication bridge between the President's office and all internal/external constituencies. Works closely with the CEO, acting as a "barometer" to proactively keep her informed of upcoming commitments and internal/external issues, and manages follow-up on critical relationships and cultivation efforts.
Working with key program and department leaders in coordinating the President's community-focused outreach activities
Providing leadership to build relationships crucial to the success of the organization, and managing a variety of special projects for the President, some of which may have an organizational impact
Following up on contacts made by the President and supporting the cultivation of ongoing relationships
Prioritizing conflicting needs; handling matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressures
Manages a portfolio of special projects and organizational initiatives for the President, ensuring adherence to established timelines, budgets, and objectives
Develops project plans, tracks key milestones, coordinates cross-functional teams, and provides regular progress reports to the CEO and Executive Team
Proactively identifies strategic opportunities and proposes solutions to improve organizational efficiency and mission delivery.
Coordinates and executes comprehensive meeting logistical support for the President and executive leadership. This includes but is not limited to developing detailed agendas, preparing and distributing all necessary documents and presentation materials in advance, planning retreats, ensuring compliance with board bylaws for material distribution, coordinating catering/tech setup, communicating reminders, and capturing accurate, concise meeting notes for follow-up
Coordinating with the Board Chair and his/her assistant to coordinate meetings, draft board correspondence, and other tasks that help ensure board engagement efficiency
Formalizes the process for tracking and reporting on the annual goals and action items of the Board of Directors and its various committees.
Manages and maintains the official corporate records of the organization, including meeting minutes, resolutions, and governance documents, ensuring all filings are current and compliant.
Develops and manages the annual governance calendar (board meetings, committee meetings, annual audits, and internal deadlines) and proactively ensures the CEO is prepped for all related milestones.
Serves as the primary administrative liaison to the Board of Directors and Executive Team
Coordinates the agenda and logistics for all Executive and Workblock Team meetings and off-sites
Drafts and prepares confidential correspondence for internal announcements and board matters, maintaining the highest level of discretion and confidentiality with all stakeholders
Coordinating all-team lunches, all-team quarterly meetings, and other organization-wide activities and initiatives
Organizing and maintaining a complex calendar and schedule
Completing expense reports, reconciling purchases, and reimbursement requests
Managing travel arrangements
Researching, compiling, and reviewing relevant information in advance, as needed