Executive Assistant Jobs

About The Position

Requirements

• 5+ years of experience as an administrative assistant, at least 2+ years as EA to a senior-level executive
• Bachelor’s degree OR equivalent experience providing direct support to an executive
• Exceptional attention to detail across all communications and deliverables
• Excellent written and oral communication skills
• Willingness and eagerness to learn about and engage deeply with a complex business and extensive set of professional relationships
• Experience planning and coordinating events, including logistics, vendor management, attendee communications, and onsite support
• Proficiency with Microsoft Office, Outlook, PowerPoint, SharePoint, and Microsoft Teams and/or Zoom; familiarity with CRM systems a plus
• Highest commitment to ethics, integrity, and confidentiality – proven experience holding confidential information for an executive
• Ability to anticipate and proactively address the needs of others
• Demonstrated ability to prioritize tasks and meet deadlines; to work independently; to stay organized and poised under pressure
• Flexibility in the face of a fast-paced organization whose administrative support needs may change over time
• Ability to maintain a consistent and reliable in-person presence in the D.C. office at a minimum of 3 days per week, including Tuesdays & Wednesdays
• Commitment to enhancing a team culture of inclusion, belonging and equity
• Experience in or with the systems we seek to impact a plus
• Applicants must be permanently authorized to work in the United States on a full-time basis.
• fully vaccinated against COVID-19, including receiving a booster shot.

Nice To Haves

• familiarity with CRM systems a plus
• Experience in or with the systems we seek to impact a plus

Responsibilities

• Proactively manage executives’ complex and evolving calendars by anticipating and resolving conflicts; maintaining a balanced daily and weekly cadence; and building in buffer time for meeting preparation, transit to and from external engagements, and debriefs, while appropriately prioritizing ad hoc requests against recurring commitments.
• From the onset of the role, provide targeted support, including supporting the production and project management of straight forward, but high-quality materials (e.g., presentations and documents), supporting Institute team events (e.g., assisting with preparation and on-site logistics), and assisting Finance leadership with basic PowerPoint and materials development.
• Provide confidential support for executives’ email inboxes, including flagging urgent messages, organizing lower-priority correspondence, and preparing draft responses as needed.
• Work with executives to ensure they are prepared for meetings by conducting research and gathering materials as needed.
• Complete all administrative work on behalf of executives, including: monthly expense reports and biweekly time tracking; research and book complex travel itineraries; be on call to handle last-minute changes in travel and schedule as necessary.
• Support executives in all aspects of Client Relationship Management (CRM) including tracking of contacts, recurring meeting planning, and any associated communications.
• Support executives with basic tech troubleshooting and partner with IT to address and resolve higher-level technical issues.
• Assist executives in generating and editing MS Office reports using MS Word and PowerPoint.
• Once primary responsibilities above are established, grow portfolio by providing deeper support to the Institute and Finance teams based on team needs. For example, contribute to event planning and management, support the production and project management of high-quality documents and materials, or maintain and circulate agendas for recurring meetings.
• Embrace AI as a tool to increase efficiency in supporting the executives.
• Manage building access, visitor security protocols, and incoming mail receipt, sorting, and distribution.
• Manage distribution, tracking, and collection of keys/access cards in partnership with building management and the D.C. Office Head.
• Communicate with building management (e.g., cleanliness, HVAC) and internal staff (e.g., HR, office head) to ensure office closures or interruptions are appropriately communicated.
• Manage office supplies and snacks, including routine inventory, recurring orders, and periodic organizing projects (e.g., supply reorganization, refrigerator clean-outs, IT setup improvements).
• Maintain local staff list, seating chart, and conference room/phone booth bookings; ensure meetings are properly set up.
• Be present on-site at least 3 days per week, including the DC "anchor" days (Tuesdays & Wednesdays).
• Coordinate bi-weekly catered lunches and support additional catered events and meetings.
• Serve as primary troubleshooter for office technology (Wi-Fi, phones, TVs, printers, docking stations, etc.); partner with IT and local vendors on improvements and staff support.
• Support planning and execution of team-building and special events, both local and virtual, in partnership with administrative staff across offices.
• In partnership with the Talent Team and CFO, serve as on-site coordinator for safety and emergency procedures (e.g., evacuation protocols, office closures).
• Coordinate with IT and HR on onboarding and offboarding logistics, including desk/equipment setup or return, building access provisioning or revocation, and new employee office tours.
• Check in routinely with other Office Coordinators to share best practices and ensure consistent supplies, snacks, and office standards across offices.
• As part of the overall administrative team, provide back-up support for fellow administrative staff (e.g., provide interim calendar management for executives) and as appropriate, assume a leadership role across administrative team priorities.
• Contribute to broader administrative, operations, and IT duties as relevant

Benefits

• Comprehensive health care coverage: medical, dental and vision insurance; flexible spending accounts; access to Blue Cross Blue Shield Wellness Program “AHealthyMe Rewards” and more
• Retirement savings plan with employer contribution
• Short-term, long-term and life insurance policies
• Commuter benefits and cell phone reimbursements
• Hybrid work model (in-office 3 days per week and on an ad hoc basis as needed)
• Dedicated budgets for team building and employee recognition
• Annual budget for external professional development opportunities
• Mentorship and onboarding programs
• Collaborative and energizing workspace in downtown Washington, D.C.
• Paid vacation and paid holidays (with 12/24-1/1 off every year)
• Paid parental leave