Executive Assistant, Office of the President

American Families for Vaccines

2d•Remote

About The Position

The Executive Assistant to the President provides high-level executive and administrative support to the President of American Families for Vaccines. This role is responsible for managing the President's complex calendar, travel, meeting preparation, correspondence, Board logistics, and executive follow-through.

Requirements

5+ years of executive or senior administrative support experience, including direct support of a CEO, President, Executive Director, Founder, candidate/elected official, or other senior executive.
Demonstrated experience managing complex executive calendars, travel, and competing priorities.
Exceptional organizational skills, attention to detail, and follow-through.
Excellent written and verbal communication skills and the ability to interact professionally with senior leaders and external stakeholders.
Strong judgment, discretion, and ability to handle sensitive and confidential information.
Ability to anticipate needs, solve problems independently, and work effectively in a fast-paced environment.
Proficiency with Google Workspace and other common workplace technologies.

Nice To Haves

Experience in nonprofit, advocacy, public affairs, government, healthcare, legal, philanthropic, or other mission-driven organizations.
Experience supporting Boards of Directors and executives with significant travel and external responsibilities.
Familiarity with project management, CRM, and other executive support tools.

Responsibilities

Manage and prioritize the President's complex calendar, balancing internal meetings, Board and external engagements, travel, and dedicated work time.
Coordinate scheduling with senior staff, Board members, funders, policymakers, consultants, partners, and other external stakeholders.
Prepare the President for meetings by organizing agendas, background information, correspondence, briefing materials, and other relevant documents.
Track the President's commitments, deadlines, and follow-up responsibilities, including attending selected meetings as requested.
Coordinate the President's domestic travel, including transportation, lodging, registrations, meeting logistics, and itineraries.
Ensure relevant materials and logistical information are organized for travel, conferences, speaking engagements, and other external commitments.
Manage the President's expense reports, receipts, reimbursements, registrations, and related administrative needs.
Coordinate scheduling and logistics for Board and committee meetings.
Work with appropriate staff to assemble and distribute Board meeting materials.
Manage scheduling, routine correspondence, and incoming requests involving the President, exercising appropriate judgment regarding priority and response.
Draft routine correspondence on behalf of the President and coordinate information flow between the President and senior leadership.
Handle confidential personnel, governance, legal, financial, and organizational information with appropriate discretion.