Executive Assistant

Goodwin Living•Falls Church, VA

10d•Onsite

About The Position

The Executive Assistant is a vital member of the Foundation team, providing high-level administrative and operational support in a fast-paced, detail-oriented environment. This role supports the team in managing executive priorities, coordinating Board and donor-related activities, and maintaining smooth day-to-day team operations. The Executive Assistant ensures that communications are timely, documents are accurate, and key Foundation tasks are executed efficiently. This position reports directly to the Director of Foundation Operations. This position is based in the Washington, DC metropolitan area and will work primarily from Goodwin House Bailey’s Crossroads (GHBC), with regular visits to other Goodwin Living locations, including Goodwin House Alexandria (GHA) and The View Alexandria (TVA). The role requires a consistent on-site presence and occasional evening availability for Board, donor, and resident events.

Requirements

High school diploma required; associate’s or bachelor’s degree preferred.
Minimum of five years of experience in an executive or administrative support role.
Demonstrated ability to prepare accurate and professional correspondence, reports, and documents.
Strong verbal, written, and organizational skills.
Proficiency in Microsoft Word and Excel; working knowledge of PowerPoint and Outlook required.
Ability to interact tactfully and professionally with a wide range of stakeholders.
Proven ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
Event planning experience preferred. Proven ability to handle cash and check donations with accuracy and accountability.

Responsibilities

Serve as a key administrative partner to the Chief Philanthropy Officer, managing calendars, scheduling, and executive logistics.
Coordinate Board of Directors and committee meetings in partnership with the Chief Philanthropy Officer, including scheduling, preparing and distributing materials via BoardEffect, sharing the meeting book during sessions, and sending timely reminders to members. Committee meetings are held via Zoom, and quarterly Board meetings are hybrid (in-person and Zoom).
Act as a liaison between the Chief Philanthropy Officer and Board members, donors, and community stakeholders, ensuring timely and professional communication.
Draft, edit, and format correspondence, presentations, and reports for the Chief Philanthropy Officer and Foundation team members.
Coordinate logistics for cultivation and stewardship events, including catering, room booking, attendee tracking, briefing materials, and follow-up actions.
Submit and reconcile monthly team credit card transactions, ensuring timely processing in accordance with finance procedures.
Oversee donation processing activities, including coordinating collection from multiple locations and ensuring proper scanning, documentation, and filing of gift-related materials.
Maintain organized and accurate files of donor acknowledgment letters to ensure compliance and proper documentation. Occasionally print and mail letters to ensure timely donor recognition.
Submit gift deposits at least twice weekly to the Finance office at GHA, including compiling and organizing checks and cash.
Assist volunteers at the GHA and GHBC second-hand/thrift shops by creating flyers, assisting with cash box duties, and other tasks during alternating donation and sale weeks.
Support ongoing data projects including constituent updates, coding, and new contact entry in our database.
Track and process team member support grant requests via JotForm, including coordinating with the Finance office at GHA for check pickup and distributing grants to the team members’ primary work location (GHA, GHBC, and TVA).
Maintain team calendars and manage departmental mailings and supply needs, ensuring all Foundation team members at each location have the materials and resources they need.
Provide cross-functional administrative support for team meetings, special events, and time-sensitive projects.