Executive Assistant (Storytelling)

National Geographic Society•Washington, DC

15d•$39 - $41•Onsite

About The Position

The Storytelling team works to expand the organization’s impact through journalism, photography, filmmaking, impact media, mapping, library, archives, and asset management. As one of the largest funders to individual storytellers in this work, it also identifies key grantmaking, and fellowship opportunities with creative talent. Much of the team's programmatic activity is focused on identifying and building capacity for the next generation of diverse storytellers. The Executive Assistant, Storytelling provides administrative and programmatic support to the Chief Storytelling Officer (CSO) on the day-to-day management of Storytelling priorities and team needs. This position assists in the development of presentation materials, board reports, and other activities in support of the storytelling group. Coordinates internal meetings, event and travel planning, legal contracts, payments to outside vendors, and related follow-up across a diverse group of staff, fellows, and grantees and with key internal departments. Your Impact Please note: Submission of a cover letter is required.

Requirements

Bachelor's degree or equivalent experience preferred.
5+ years professional experience in media, storytelling, PR, content strategy, or related field
Attention to detail, ability to understand and prioritize multiple requests from different team members.
Proficiency in Microsoft Office and database tools.
Demonstrated ability to track and report on high volume of projects.
Must be a self-guided, creative, highly organized, and motivated individual.
Comfort with ambiguity and the ability to work through problem-solving on a new team.
Must be capable of exercising flexibility, multitasking and working effectively with others.
Candidates must be legally authorized to work in the United States.
This position is not eligible for visa sponsorship.

Nice To Haves

Familiarity with MailChimp a plus.
Basic understanding of budget and legal terminology.

Responsibilities

Administration (60%) Proactively manages the CSO’s calendar utilizing excellent prioritization skills, discretion, and tact while maintaining complete confidentiality and discretion. This includes, but is not limited to: Full calendar management including strategic scheduling and thoughtful coordination with internal and external constituents. Ensuring the CSO 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 Storytelling All Hands meetings through preparation of agendas, presentations, logistical planning (catering, meeting spaces, technology), and timely communications. Preparing and disseminating directives and action requests to others on behalf of the CSO to ensure efficient workflow. Monitors deadlines, follows up on delegated tasks, and provides reminders. Works closely with the CSO when planning and coordinating CSO 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 CSO’s needs while on the road. As appropriate, the EA also works closely with the COO’s and CEO’s office, as well as other senior team member offices, for CSO related travel including developing and updating itineraries, booking transportation, confirming meetings, and gathering all relevant briefing materials. The EA should be willing to travel with the CSO or other senior team members in Storytelling to staff trips, meet explorers, and see the work of the Society in the field. Independently manages a variety of administrative tasks for the CSO including expense reports, reimbursements, and invoice submissions in a timely and efficient manner. Maintains and develops their expertise as an EA. Attends trainings and/or conferences, as appropriate, to support personal expertise development.
Operational/Special Project Support (40%) Acts as a thought partner with the CSO to manage and address divisional needs. This work includes, but is not limited to: Attends weekly Storytelling leadership meetings and works alongside the team to drive the work of the division and ensure collaboration that facilitates effective working relationships across the Society. Creates agendas for monthly Storytelling All-Hands meetings and plays a key role in driving and developing “connectedness” within the team through this meeting and other ad hoc team events. Leads the development of the monthly “What’s Next” reports for the Communications division that rolls up the work of Storytelling. Works closely with the CSO and key partners in the Society to assist with the development of plans, forecasts, and budgets that align with NG Next and translate the strategy into concrete milestones. Helps articulate and then tracks and summarizes progress across critical metrics to deliver on strategy and mission for the Storytelling team, raising potential areas of concern early. Anticipates budget and plan deadlines and coordinates the annual budgetary and planning process in Storytelling with the CSO and Finance department. As needed, collaborates with senior team members in Storytelling to support their project plan and budget development. Works with the CSO to track budgets throughout the year and prepare for forecasts. Supports the development and coordination of Special Projects (e.g., convenings, white papers, impact/progress reports, etc.) in Storytelling. These projects frequently occur in collaboration with both internal and external partners.

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) and 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