REPORTS TO
Chief Impact Officer (CIO)

 

ABOUT THE POSITION

The Executive Assistant (EA) will work closely with the Chief Executive Officer (CEO) and Chief Impact Officer (CIO) and serve as a Confidential employee. The EA will play a vital role in assisting and anticipating the principals’ needs, providing them with administrative and programmatic support, maintaining their calendars, and helping to prepare for external meetings. The EA will serve as the primary administrative support liaison to the Living Cities board members. This position provides critical administrative support to a dynamic and fast-paced team, with the opportunity to engage in a variety of exciting and substantive projects. The ideal candidate will have experience in supporting executives, discretion in handling sensitive information, and be able to manage multiple priorities.

Location: Washington, DC preferred

Requirements:

Roles and Responsibilities

• Manage and maintain the CEO’s and CIO’s calendars by arranging a high volume of internal and external meetings
• Provide comprehensive travel support, including developing itineraries and coordinating and managing flight, train, and hotel reservations
• Provide drafting, editing, and formatting support for correspondence and internal and external communications materials.
• Send communications on behalf of the CEO to Living Cities Board and membership
• Develop presentations using charts, graphs, and slides within PowerPoint and Excel, in support of CEO’s speaking engagements, internal meetings, and board presentations.
• Take notes, prepare summaries of meetings, and conferences organized by the CEO including board meetings
• Maintain board meeting minutes and records.
• Collect and prepare meeting materials for Living Cities committees and subcommittees, including agendas and exhibits
• Manage contacts in a contact database system and file documents as needed
• Support the development and production of meeting materials and coordinate logistics for meetings and special events
• Reconcile and enter expenses and timesheets
• Assist with special projects as required
• Supervise and support administrative and office support team members as needed
• Research items as directed by CEO

Qualifications:

The ideal candidate will possess the following qualifications:

• Excellent writing, verbal, analytical, and research skills
• Highly organized with a strong customer service orientation
• Professional level of discretion when handling sensitive materials and information
• Proficiency with digital communication systems
• Proficiency with PowerPoint and other presentation software
• Demonstrated approach to problem-solving, proactively seeking out opportunities and solutions
• Ability to work well under pressure, handle multiple assignments, prioritize, and meet deadlines in a fast-paced environment.
• Energy; ability to take initiative and work independently, yet also effectively as part of a small team.
• Strong interpersonal skills and the ability communicate clearly and effectively with internal and external and stakeholders of diverse backgrounds
• Ability to work independently and interdependently.
• Ability to travel as required; approximately 10% of work will necessitate travel to other locations within the United States.
• Written and spoken language skills valued.

Education and Experience

Required:
• Bachelor’s degree or equivalent training and experience in administration, executive or program support, or related professional functions
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat and familiar with customer relationship management databases (i.e., Salesforce)
• Minimum 5-7 years of experience in providing executive administrative and operational support to individuals and teams in a fast-paced environment
Desired
• Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization

Benefits:

Salary and benefits will be competitive and commensurate with experience. Excellent benefit package that includes medical, dental, life, 401(k), transportation subsidy, and more.

Application Form