Democracy Forward seeks an executive assistant and administrative professional to provide administrative and project management support to our President and Chief Executive Officer (CEO). Responsibilities include managing all aspects of the President/CEO’s daily and long-term schedules, coordinating travel arrangements and event logistics, organizing and responding to all scheduling requests in a timely manner, and communicating key information about the President/CEO’s schedule to staff. The role will require handling of President and CEO’s expense reimbursements and administrative needs. Ideal candidates will be able to work under short deadlines, multitask, prioritize, and balance competing demands. Confidentiality, discretion, and a high standard of accountability are key characteristics of a successful Executive Assistant. The ideal candidate is detail-oriented, a confident self-starter, a creative problem-solver, and possesses exemplary time management and organization skills with the flexibility to adapt to dynamic schedules and priorities. The position requires flexible hours; being available by phone on evenings and weekends is crucial.
Key responsibilities
- Proactively anticipate the CEO’s needs and ensure information arrives at the correct time, deadlines are met, and follow-up is appropriately managed
- Managing all aspects of the President/CEO’s daily and long-term schedules, coordinating travel arrangements and event logistics, organizing and responding to all scheduling requests in a timely manner, and communicating key information about the President/CEO’s schedule to staff
- Arranging complex and detailed meetings and/or travel plan logistics (flights, lodging, car rental, event registrations, etc.) for the CEO
- Scheduling in-person and virtual meetings for the CEOand managing the necessary logistics
- Ensuring CEO has preparation materials in advance of meetings
- Preparing and/or editing documents, correspondences and presentations
- Creating and managing expense reports for the CEO
- Maintaining physical and electronic files for the CEO
- Managing CEO’s external correspondence
Qualifications
- Minimum of 5 years’ experience managing the day-to-day schedule and professional activities of a senior executive strongly preferred
- Intermediate or higher competency in using the Google Suite, Airtable, and Microsoft Office
- Experience in project management and interacting with executive leadership
- Demonstrated excellence in organizational and communication skills
- Demonstrated commitment to inclusion and accountability
- Demonstrated commitment to democracy and social progress
Democracy Forward is an equal opportunity employer. We value a diverse workforce and an inclusive culture. We encourage applications from all qualified individuals. We strongly encourage people of color; lesbian, bisexual, transgender, queer, and intersex people; women; people with disabilities; and veterans to apply. The starting salary for this position is $65,000 – $75,000 plus excellent benefits. Compensation is commensurate with experience.
Meet some but not all of our qualifications? Don’t let that deter you from applying. If you believe that you could excel in our organization and believe in our mission, we hope you apply. We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds. Whether you are new to non-profit or legal work, returning to work after a gap in employment, simply looking to transition, or taking the next step in your career path, we hope to hear from you. Please use your cover letter to tell us about your interest in our work and what you would bring to the role for which you are applying.