Executive Assistant

aapd-jobs; Washington (District of Columbia); On-site; USD 70,000 - 85,000; Full time

Benefits offered by this job

Unlimited PTO

Flexible work schedule

403(b) with 5% employer match

Job summary

The American Association of People with Disabilities (AAPD) is hiring an Executive Assistant to the President & CEO in Washington, DC. This role involves supporting daily operations, managing schedules, and coordinating travel.

The ideal candidate has 2-3 years of experience, excellent communication skills, and the ability to handle multiple tasks efficiently. Benefits include unlimited PTO and comprehensive health coverage.

Qualifications

• 2–3 years of experience as an executive or administrative assistant.
• Proficient in managing Zoom meetings.
• Strong writing and analytical skills.

Responsibilities

• Support the President & CEO’s daily work and travel.
• Coordinate meetings and internal events.
• Maintain the President & CEO’s calendar.

Skills

Organizational skills

Communication skills

Problem-solving

Discretion

Technical proficiency with Zoom

Tools

Google Suite

Microsoft Word

Slack

Job description

About AAPD

The American Association of People with Disabilities (AAPD) works to increase the political and economic power of people with disabilities. As a national disability‑led and cross‑disability rights organization, AAPD advocates for full civil rights for over 60 million Americans with disabilities. We promote equal opportunity, economic power, independent living, and political participation through our programs and advocacy.

AAPD is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with a disability. Applicants with disabilities are especially encouraged to apply.

AAPD has an office headquartered in Washington, DC, but also offers flexible workplace and remote work policies. AAPD follows strong COVID‑19 prevention policies in our DC office whenever staff are in person.

AAPD offers a competitive benefits package that includes unlimited PTO, a flexible work schedule, a 403(b) with 5% employer match, 100% employer coverage of health, dental, and vision insurance for each employee and up to two dependents, access to an Employee Assistance Program (EAP), and professional development and career advancement opportunities.

Position Details

• Position Title: Executive Assistant to the President & CEO
• Position Level: Assistant
• Job Type: Full‑time
• Reports To: President & CEO and Senior Executive Assistant
• Location: Washington, DC
• Format: Full‑time, in‑person with expectation to travel with President & CEO, with hybrid and flexible schedule
• Travel: Short‑term 50% travel with President & CEO for Listening Tour in the fall (estimated 10 stops August‑early November 2026); usually 10%, plus a few monthly DC local events
• Salary: $70,000 – $85,000

Role Summary

The Executive Assistant supports the President & CEO’s daily work, streamlining internal and external processes to help the organization achieve its strategic goals. The role involves in‑person local and national travel, coordination of meetings, drafting communications, and collaborating with stakeholders. The ideal candidate is a self‑starter who enjoys challenging teamwork, strong communication, problem‑solving, and organizational skills.

Roles and Responsibilities

Supporting Travel for President & CEO (In‑Person)

• Travel with the President & CEO to local and national events throughout the year, including the one‑time National Listening Tour and 2-4 local DC area daytime events per month.
• Coordinate accessible travel arrangements and reservations for the President & CEO and VIPs on an as‑needed basis.
• Maintain the President & CEO calendar with all travel details and coordinate with local staff, board members, and stakeholders.
• Document work by taking photos of the President & CEO and ensuring photos and captions are posted to social media in a timely manner.

Distributed Office and Meetings

• Schedule, coordinate, and manage in‑person, hybrid, and remote meetings and internal and external hybrid events.
• Ensure in‑person guests adhere to COVID and office protocols and that Zoom or other video meeting technology runs smoothly.
• Coordinate catering that meets diverse dietary and allergy needs.
• Record accurate minutes from key meetings, focusing on documenting decisions and actions.
• Post reminders and key messages, including agendas or minutes, to stakeholders.
• Follow up with stakeholders on action items to ensure timely completion.
• Coordinate with the Administrative Assistant on in‑office mail for the President & CEO.
• Maintain a digital filing system for key documents and correspondence.
• Conduct research as requested by the President & CEO.
• Assist with general administrative support to the Executive department.
• Support the AAPD values in using in‑person facilities and online platforms.
• Assist operations team to provide support to leadership and perform other duties as assigned.

Email, Communications, and Scheduling

• Maintain and address daily incoming to the President & CEO’s inbox, sorting and distributing correspondence appropriately and confidentially.
• Act as the primary point of contact for key external and internal contacts who rely on information from the President & CEO.
• Dress professional correspondence, drafting and sending emails, and making follow‑up calls or checking action items.
• Safeguard productivity by screening calls and emails, triaging appropriately.
• Co‑manage the President & CEO’s calendar, delegating, blocking internal focus time, PTO, and other priorities.
• Provide essential context to the President & CEO for meetings and speaking engagements.
• Respond in a timely manner when priorities, operational needs, or schedule changes arise.
• Surface daily action items based on to‑do lists, email, and calendar.
• Manage key contacts for gifts, mailers, and acknowledgments, coordinating with relevant teams.
• Represent AAPD professionally and collaboratively, modeling the organization’s values of accessibility, empowerment, and transparency.
• Anticipate future scheduling or other business needs of the President & CEO or other senior leadership.

Qualifications

• At least 2–3 years of experience as an executive or administrative assistant or equivalent professional experience.
• Proficient in both front‑end and back‑end Zoom, comfortable setting up meetings and managing technical aspects.
• Knowledge of Google Meets, Google Suite, Slack, and Microsoft Word.
• Strong writing skills; able to draft clear, human‑written correspondence.
• Strong analytical skills, discretion and confidentiality.
• Outstanding organization and attention to detail, able to prioritize and complete tasks on time.
• Flexible and able to adjust plans or priorities proactively.
• Creative problem solver who can think outside the box.
• Ability to work alone or across teams for research or document compilation.
• Can work with varying levels of stakeholders, reliably sharing information needed for their work.
• Coordinate and take direction from the President & CEO while working well without excessive oversight for daily tasks.

Nice to Have

• Previous experience traveling to assist senior staff such as an Executive Director.
• Experience with Bonterra, Adobe Acrobat, Microsoft Outlook, Teams, and other video calling platforms.
• Knowledge of accessibility best practices, such as Plain Language or PDF accessibility.
• Ability to create systems in a hybrid work environment.
• Prior experience or understanding of AAPD’s work portfolio and federal policy.
• Interest in ongoing learning and professional development.
• Comfort with reading maps and interpreting travel directions.
• Personal connection with the disability community.
• Personal driver’s license and comfort with driving a car, minivan, or SUV during out‑of‑town travel (not required).
• Ability to lift 40 lbs (not required).

Benefits

• Unlimited PTO
• Flexible work schedule
• 403(b) with 5% employer match
• 100% employer coverage of health, dental, and vision insurance for each employee and up to two dependents
• Access to an Employee Assistance Program (EAP)
• Professional development and career advancement opportunities

Equity, Diversity, and Inclusion

AAPD embraces equity, diversity, and inclusion and fosters an environment where all staff can thrive. AAPD is committed to creating a culture of belonging and honors diverse viewpoints and lived experiences. AAPD is an equal‑opportunity employer that encourages qualified applicants to apply regardless of race, religion, color, national origin, gender identity, sexual orientation, disability, or protected veteran status.