Executive Assistant, Operations People (DF)

Democracy Fund; Washington (District of Columbia); On-site; USD 70,000 - 95,000; Full time

Job summary

Democracy Fund is seeking an Executive Assistant to the Managing Director of Operations and Chief People Officer in Washington, DC. This role will staff executive teams, committee meetings, trainings, and off-site events, while coordinating travel, expenses, and critical communications.

You’ll help optimize internal processes and staff engagement in a fast-paced environment, with a strong emphasis on discretion and teamwork.

Qualifications

• Deep passion for strengthening American democracy.
• At least 5 years’ experience supporting C-level executives and executive teams, preferably in a nonprofit setting.
• Excellent organization and follow-through with meticulous attention to detail.
• Superb interpersonal and written/verbal communication skills.
• Proactive problem-solving with sound judgment in sensitive situations.
• Resourceful team player who can work independently.
• Discretion with confidential information and customer service focus.
• Motivated by achieving performance goals and meeting deadlines.
• Curious, open, and eager to learn and grow.
• Comfortable with ambiguity in a dynamic environment.

Responsibilities

• Coordinate cross-team committees and events, including scheduling, agendas, materials, and notes.
• Provide high-level administrative support: manage appointments, correspondence, travel, expenses, timesheets, and invoices.
• Prepare for executive meetings with background information and follow-up communications.
• Prioritize confidential issues and keep executives informed of upcoming commitments.
• Offer backup support to other Executives as needed.
• Support Operations and People teams with meetings, events, and related logistics.
• Foster a collaborative, positive, and productive organizational culture.

Skills

Executive support

Project coordination

Communication

Microsoft Office

A/V setup

Tools

A/V setup

Job description

Executive Assistant, Operations People (DF)

The Executive Assistant provides high-level administrative and project support to Democracy Fund’s Managing Director of Operations, and the Chief People Officer, who work closely together. The Executive Assistant will staff major internal coordinating bodies, including the executive team, management team, diversity and inclusion committee, and all-staff meetings. This position will be pivotal to ensuring the growing organization’s processes support and enhance the productivity and engagement of its talented staff. While this is initially a one-year term position, the position could become permanent in 2019.

The Executive Assistant, working in a fast-paced, mission-driven, entrepreneurial environment, will bring a keen attention to detail while exercising good judgment and discretion in handling sensitive relationships and multiple projects. The successful candidate will be resourceful, well organized, highly collaborative, and strong in both written and verbal communication and someone who enjoys creating smooth-functioning operations, and excels at managing a realistic balance among multiple priorities. Able to work independently on projects from conception to completion, the ideal candidate will find satisfaction in synthesizing information, meeting deadlines, making processes run smoothly, and enhancing internal communications. Given both executives are internal facing, the ideal Executive Assistant will be experienced in staffing committees and team meetings, emotionally intelligent, and a key team player impacting the full organization.

PRIMARY RESPONSIBILITIES

The Executive Assistant’s responsibilities include, but are not limited to the following:

Coordinating Cross-Team Committees and Events

• Participate as an adjunct member of the executive team, management team, the diversity and inclusion committee, and monthly all-staff meetings, including scheduling and coordinating meetings, creating agendas, preparing materials, setting up A/V and the room to optimize staff engagement and inclusion, taking notes, and coordinating follow up
• Work closely with the Managing Director and the Chief People Officer to help organize trainings and several off-site retreats, including identifying vendors and venues, preparing materials, being available throughout trainings to provide ad-hoc support as needed, and taking notes

High-Level Administrative Executive Support

• For both the Managing Director and the Chief People Officer, manage appointments, draft correspondence, manage and support meeting planning, organize occasional travel, and ensure they stay on top of relevant expense, timesheet, contract, and invoice submissions and approvals
• For executives’ meetings, assure proper preparation, including working with staff to ensure compilation of relevant background information, and follow-up communications
• On incoming issues and concerns addressed to the Managing Director and the Chief People Officer, including those of a confidential nature, prioritize appropriate course of action and ensure follow-up
• Work closely with both executives to keep them well informed of upcoming commitments and responsibilities
• Have a hands-on approach; handle matters proactively by following up and following through, and prioritizing conflicting issues in a sensible manner
• Provide backup support to the Executive Assistant to the VP and the President, as needed

Team Player

• Coordinate meetings, events, and provide other support as needed for the Operations and People teams
• Actively work to support the success of other members of the entire Democracy Fund team
• Cultivate an organizational culture that is highly collaborative, positive, and productive.
• Other duties as assigned.

EDUCATION, EXPERIENCE, AND SKILLS REQUIREMENTS

• Deep passion for strengthening American democracy
• At least 5 years’ experience supporting C-level executives and executive teams, preferably in a nonprofit setting
• Excellent organization and follow-through that reflect well-honed skills to perform and prioritize multiple tasks seamlessly with meticulous attention to detail
• Superb interpersonal skills and proven ability to build and sustain relationships with all staff and stakeholders, supporting their inclusion in bringing their wide diversity of perspectives and lived experience to bear on our work
• Superior, proven written and verbal communication skills
• Demonstrated pro-active approaches to problem-solving and exercising excellent judgment in difficult situations with proven ability to decipher what is important and what can wait and to make solid decisions in support of the organization’s executives
• Resourceful team player who works well independently
• Trusted professional with proven experience to handle confidential information with discretion, adaptable to various competing demands, and naturally seeks the highest level of customer service and response
• Motivated by, and has proven success in, achieving performance goals and meeting deadlines to support the people in the organization
• Curious, open, and motivated to learn and grow
• Comfortable with ambiguity and adaptable in working in a dynamic entrepreneurial environment
• High comfort with Microsoft Office and proficiency preferred in A/V set up and troubleshooting
• Position is based in Washington, DC.

The Democracy Fund is committed to a diverse workplace, seeking voices and expertise from people from across the political spectrum. Our board, staff, advisors, and grantees include Republicans, Democrats, and Independents. The Democracy Fund is an Equal Opportunity Employer, where we encourage candidates of all ages, color, ethnic background, country of origin, religion, disability status, gender, sexual orientation, and gender