Senior Executive Support Specialist

American Council on Education; Washington (District of Columbia); Hybrid; USD 69,000 - 86,000; Full time

Benefits offered by this job

Medical/Dental/Vision Insurance

403B with matching

Generous PTO

Job summary

The American Council on Education (ACE) is a premier national higher education association. The Senior Executive Support Specialist provides high-level executive support to the President and EVP, coordinating complex priorities and optimizing the President's Office operations in a hybrid Washington, DC setting.

This role requires exceptional judgment, discretion, diplomacy, and organizational agility. You will anticipate needs, prepare briefing materials, manage travel, and build trusted

Qualifications

• Bachelor’s degree or equivalent combination of education and relevant experience.
• Five or more years of progressively responsible executive administrative support experience, preferably supporting senior executives or C-suite leaders.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and manage highly sensitive information.
• Excellent organizational and project coordination skills with the ability to manage multiple competing priorities.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to build collaborative relationships with colleagues and stakeholders from diverse backgrounds.
• Demonstrated ability to represent the President's Office with professionalism, poise, and credibility in interactions with senior institutional leaders, and external stakeholders.
• Demonstrated ability to anticipate executive needs and adapt to changing priorities in a fast-paced executive environment.
• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).

Responsibilities

• Provide complex calendar management and executive scheduling support for the President and Executive Vice President (EVP), exercising sound judgment to prioritize competing requests while adhering to the President's scheduling preferences.
• Serve as a trusted operational partner to the President and Executive Vice President by anticipating needs, proactively resolving challenges, and ensuring executive priorities are executed efficiently.
• Exercise sound judgment to resolve administrative and operational challenges independently, elevating issues requiring attention to the Director of Administration and Operations.
• Manage requests for the President's participation in meetings, conferences, speaking engagements, teleconferences, and special events, ensuring seamless planning and execution, with all logistics and briefing materials prepared well in advance. And books travel for the President and coordinates travel logistics and reservations for consultants, as needed.
• Coordinate travel arrangements for the President, including booking travel, managing itineraries, and coordinating reservations and logistics for consultants, as needed.
• Coordinate meetings and appointments with internal and external stakeholders, including member presidents, government officials, organizational leaders, and executive assistants.
• Create and maintain Excel spreadsheets to track and reconcile the President's travel expenses and reimbursements, ensuring accuracy and timely processing.
• Research, compile, and prepare briefing materials, presentations, agendas, background information, and meeting resources.
• Build collaborative relationships with ACE staff, institutional presidents, higher education association CEOs, and government officials.
• Serve as the primary point of contact for scheduling requests, visitors, and communications with professionalism, discretion, and exceptional customer service.
• Screen incoming correspondence and route materials to the appropriate staff members.
• Maintain organized records, filing systems, and administrative processes for the President's Office, including mail processing, invoices, expenses, and office supplies.
• Draft, edit, and finalize internal and external correspondence, as requested.
• Partner closely with the Director of Administration and Board Operations and other administrative professionals to coordinate executive priorities and special projects.
• Maintain the highest standards of confidentiality, professionalism, and sound judgment in all interactions.

Skills

Executive support

Calendar management

Communication skills

Microsoft 365 proficiency

Confidentiality

Education

Bachelor's degree

Tools

Microsoft Outlook

Excel

PowerPoint

Teams

Job description

POSITION SUMMARY:

The American Council on Education (ACE) is the major coordinating body for the nation’s colleges and universities. ACE is a membership organization that mobilizes the higher education community to shape effective public policy and foster innovative, high-quality practices. With a diverse base of member institutions, ACE represents nearly 1,700 college and university presidents and executives, serving as the only major higher education association to represent all types of U.S. accredited, degree-granting institutions. ACE's mission includes serving 280 minority serving institutions, 25,000 higher education professionals, and 7.7 million students enrolled in colleges and universities. ACE membership extends to all 50 states, Washington DC, Puerto Rico, Guam, and 21 other countries.

The Senior Executive Support Specialist provides high-level executive support to the President and Executive Vice President, enabling organizational effectiveness and operational excellence across the President's Office. Reporting to the Director of Administration and Board Operations, this role manages complex priorities, coordinates executive operations, anticipates leadership needs, and helps ensure the President's Office operates efficiently and seamlessly.

This position requires exceptional judgment, discretion, diplomacy, and organizational agility. The Senior Executive Support Specialist develops collaborative relationships across the organization, manages confidential information with professionalism and care, and continuously improves administrative processes, workflows, and executive office operations. Success in this role comes from building trust, anticipating needs before they arise, and fostering trusted relationships with internal and external stakeholders.

This role offers the opportunity to contribute directly to the work of national higher education leadership by supporting the President and Executive Vice President in advancing ACE's mission and strategic priorities.

ESSENTIAL JOB DUTIES OR TASKS:

* Provide complex calendar management and executive scheduling support for the President and Executive Vice President (EVP), exercising sound judgment to prioritize competing requests while adhering to the President's scheduling preferences.

* Serve as a trusted operational partner to the President and Executive Vice President by anticipating needs, proactively resolving challenges, and ensuring executive priorities are executed efficiently.

* Exercise sound judgment to resolve administrative and operational challenges independently, elevating issues requiring attention to the Director of Administration and Operations.

* Manage requests for the President's participation in meetings, conferences, speaking engagements, teleconferences, and special events, ensuring seamless planning and execution, with all logistics and briefing materials prepared well in advance. And books travel for the President and coordinates travel logistics and reservations for consultants, as needed.

* Coordinate travel arrangements for the President, including booking travel, managing itineraries, and coordinating reservations and logistics for consultants, as needed.

* Coordinate meetings and appointments with internal and external stakeholders, including member presidents, government officials, organizational leaders, and executive assistants.

* Create and maintain Excel spreadsheets to track and reconcile the President's travel expenses and reimbursements, ensuring accuracy and timely processing.

* Research, compile, and prepare briefing materials, presentations, agendas, background information, and meeting resources.

* Build collaborative relationships with ACE staff, institutional presidents, higher education association CEOs, and government officials.

* Serve as the primary point of contact for scheduling requests, visitors, and communications with professionalism, discretion, and exceptional customer service.

* Screen incoming correspondence and route materials to the appropriate staff members.

* Maintain organized records, filing systems, and administrative processes for the President's Office, including mail processing, invoices, expenses, and office supplies.

* Draft, edit, and finalize internal and external correspondence, as requested.

* Partner closely with the Director of Administration and Board Operations and other administrative professionals to coordinate executive priorities and special projects.

* Maintain the highest standards of confidentiality, professionalism, and sound judgment in all interactions.

EDUCATION/EXPERIENCE/SPECIALIZED KNOWLEDGE AND COMPETENCY REQUIREMENTS:

* Bachelor’s degree or an equivalent combination of education and relevant experience.

* Five or more years of progressively responsible executive administrative support experience, preferably supporting senior executives or C-suite leaders.

* Demonstrated ability to exercise sound judgment, maintain confidentiality, and manage highly sensitive information.

* Exceptional organizational and project coordination skills with the ability to manage multiple competing priorities.

* Excellent written, verbal, and interpersonal communication skills.

* Demonstrated ability to build collaborative relationships with colleagues and stakeholders from diverse backgrounds.

* Demonstrated ability to represent the President's Office with professionalism, poise, and credibility in interactions with senior institutional leaders, and external stakeholders.

* Demonstrated ability to anticipate executive needs and adapt to changing priorities in a fast-paced executive environment.

* Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).

PREFERRED QUALIFICATIONS:

* Experience supporting executive leadership within higher education, nonprofit, membership association, or similarly complex organizations.

* Experience coordinating executive meetings, travel, or high-profile events.

* Knowledge of higher education organizations or nonprofit governance.

WORKING CONDITIONS/PHYSICAL EFFORT:

This is a hybrid position based in Washington, DC. Staff work on-site at ACE's One Dupont Circle NW office three days per week (Tuesday through Thursday), with remote work on Mondays and Fridays. Occasional evening or weekend availability may be required to support executive schedules and organizational priorities.

ANTICIPATED SALARY RANGE: $68,985.00 - $86,231.00.

BENEFITS OVERVIEW:

We offer a comprehensive and competitive benefits package, including:

• Medical/Dental/Vision Insurance
• Flexible Spending Account
• 403B with matching incentive + employer contribution
• Short term disability/Long term disability/Life insurance
• Generous PTO package
• Paid Parental Leave
• 13 paid holidays + week between Christmas Eve & New Years Off
• Professional Development Opportunities
• ....and more!

For a full summary of our benefits, please reach out to the Recruiting Team.

Please Note: ACE does not accept unsolicited resumes or candidate referrals from third-party recruiters or staffing agencies. Any resumes submitted without a prior signed agreement will be considered the property of ACE, and no fees will be paid.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.