Strategic Executive Assistant to Policy SVP — Hybrid

API - American Petroleum Institute; Washington (District of Columbia); Hybrid; USD 120,000 - 140,000; Full time

Benefits offered by this job

Annual bonus up to 7%

Hybrid schedule: 4 days in DC office,

35-hour workweek

Job summary

The American Petroleum Institute is seeking a Senior Executive Assistant to support the Senior Vice President, Policy, and to serve as a central point of coordination across the Policy Division. This role expands beyond traditional support by anticipating needs, prioritizing competing demands, and preparing senior leaders for important meetings.

You will drive meeting preparation, coordinate division-wide initiatives, and partner with internal teams like Finance, Legal, Events, and IT to ensure

Qualifications

• At least 10 years of experience supporting a senior executive or leadership team in a complex, fast-paced organization.
• Experience on Capitol Hill or in a nonprofit, trade association, public policy organization, corporation, or similarly complex environment.
• Excellent organizational, prioritization, and time-management skills.
• Strong judgment and the ability to manage multiple assignments with minimal supervision.
• Excellent written and verbal communication skills.
• Demonstrated ability to research, organize, and accurately synthesize information from multiple sources.
• Strong interpersonal skills and a professional, service-oriented approach.

Responsibilities

• Proactively manage the Senior Vice President’s calendar and time commitments, prioritize high-value engagements, and protect time for strategic priorities.
• Drive meeting preparation from start to finish, including briefing materials, background information, objectives, presentations, reports, and follow-up items.
• Serve as a central coordination point across the Policy Division, helping leadership advance priorities and strengthen communication across teams.
• Coordinate division-wide meetings, leadership events, executive engagements, and other strategic activities.
• Oversee travel arrangements, expenses, contracts, financial documentation, correspondence, files, and other administrative systems.
• Keep key deadlines and milestones on track for executive committees, budgets, leadership meetings, and other division priorities.
• Partner closely with internal teams, including Finance, Legal, Events, Business Operations, Facilities, and IT.
• Coordinate effectively with external consultants, committee members, policymakers, and other stakeholders.
• Identify opportunities to improve processes, communication, coordination, and overall operational effectiveness.
• Provide additional support to the Director, Policy and other members of the division’s leadership team as needed.

Skills

Calendar management

Executive support

Meeting preparation

Cross-functional coordination

Written communication

Verbal communication

Synthesis of information

Interpersonal skills

MS Word / Word processing

Excel / Outlook / SharePoint

Tools

Microsoft Word

Excel

Outlook

SharePoint

Job description

The American Petroleum Institute is seeking a Senior Executive Assistant to support the Senior Vice President, Policy, and to serve as a central point of coordination across the Policy Division. This role expands beyond traditional support by anticipating needs, prioritizing competing demands, and preparing senior leaders for important meetings.

You will drive meeting preparation, coordinate division-wide initiatives, and partner with internal teams like Finance, Legal, Events, and IT to ensure