Executive Assistant

Democracy Forward•Washington, DC

15h•$75,000 - $90,000•Hybrid

About The Position

Democracy Forward Foundation (“Democracy Forward”) is seeking an exceptionally organized and proactive individual with experience supporting senior leaders to join their team as an Executive Assistant. This adaptable and fast-paced professional will support the Executive Team in their day-to-day operations. The role involves managing calendars, coordinating meetings, tracking action items, assisting with correspondence, and ensuring senior leaders are fully prepared for their engagements. This is a full-time position based in Washington, DC, offering flexibility to work remotely but requiring regular in-office presence eight (8) times per month (averaging 2 times per week). The Executive Assistant will report to the Deputy Chief of Staff and collaborate closely with the Executive Office and all staff at the organization.

Requirements

3-5+ years of experience supporting senior executives or leadership teams.
Collaborative working style with the ability to develop relationships of trust and confidence with colleagues across teams and departments.
Strong organizational and time management skills.
Well-developed collaborative and interpersonal skills including demonstrated self-awareness, commitment to diversity and inclusivity, and ability to work with colleagues and stakeholders across diverse cultures and backgrounds.

Nice To Haves

Experience in nonprofit, legal, public policy, government, or advocacy organizations.
Familiarity with office tools such as Google Suite, Sharepoint, and Airtable.

Responsibilities

Manage complex calendars across multiple executives, including scheduling internal and external meetings while balancing competing priorities.
Coordinate end-to-end executive travel, from drafting itineraries to creating expense reports, including liaising with Operations team on booking transportation, lodging, and other travel needs.
As needed, assist in preparing meeting materials, agendas, briefing documents, and presentations for executive meetings and engagements.
Monitor executive correspondence and communications as requested and needed, ensuring timely follow up on priority matters.
Serve as a point of contact for internal and external stakeholders seeking to schedule time with members of the Executive Leadership Team.
Maintain accurate and timely entries in time tracking software in accordance with organizational reporting requirements.
Track action items and follow ups from executive meetings to ensure timely completion.
Develop and maintain efficient administrative processes that improve collaboration across the executive team.
Assist with special projects and cross functional initiatives, including coordinating timelines and deliverables among multiple stakeholders.
Provide hands-on operational assistance for executives’ internal and external events as needed, including assisting with the preparation of public facing materials, in-person or online staffing, and coordination with the Operations team on event set-up or breakdown.
Process expense reports, invoices, reimbursements, and other administrative documentation.
Liaise with IT and Operations teams to troubleshoot executives' equipment and technology issues in a timely manner.
Manage and maintain confidential documents and sensitive organizational information with the highest level of discretion.