Executive Assistant

Position Summary:

Are you an exceptionally organized and proactive individual with experience supporting senior leaders? If so, Democracy Forward Foundation (“Democracy Forward”) is looking for an Executive Assistant to join our team.

We are seeking an adaptable and fast paced professional to support the Executive Team in their day-to-day operations.This position will be responsible for managing calendars, coordinating meetings, tracking action items, assisting with correspondence, and ensuring senior leaders are fully prepared for their engagements.

This position is full-time. Democracy Forward’s office is located in Washington, DC. While this position offers flexibility to work remotely, it requires regular in-office presence eight (8) times per month (averaging 2 times per week) to effectively support the nature of the role.

The Executive Assistant will report to the Deputy Chief of Staff and work closely with the Executive Office and all staff at the organization.

Key Responsibilities:

Below are the key areas of responsibility for this role. The specifics of each responsibility may vary based on the needs of the organization and department.

Executive Support:

• Manage complex calendars across multiple executives, including scheduling internal and external meetings while balancing competing priorities.
• Coordinate end-to-end executive travel, from drafting itineraries to creating expense reports, including liaising with Operations team on booking transportation, lodging, and other travel needs.
• As needed, assist in preparing meeting materials, agendas, briefing documents, and presentations for executive meetings and engagements.
• Monitor executive correspondence and communications as requested and needed, ensuring timely follow up on priority matters.
• Serve as a point of contact for internal and external stakeholders seeking to schedule time with members of the Executive Leadership Team.
• Maintain accurate and timely entries in time tracking software in accordance with organizational reporting requirements.

Operations and Coordination:

• Track action items and follow ups from executive meetings to ensure timely completion.
• Develop and maintain efficient administrative processes that improve collaboration across the executive team.
• Assist with special projects and cross functional initiatives, including coordinating timelines and deliverables among multiple stakeholders.
• Provide hands-on operational assistance for executives’ internal and external events as needed, including assisting with the preparation of public facing materials, in-person or online staffing, and coordination with the Operations team on event set-up or breakdown.

Administrative Management:

• Process expense reports, invoices, reimbursements, and other administrative documentation.
• Liaise with IT and Operations teams to troubleshoot executives' equipment and technology issues in a timely manner.
• Manage and maintain confidential documents and sensitive organizational information with the highest level of discretion.

Qualifications:

We recognize that strong candidates may not meet 100% of the qualifications listed. If you believe you can contribute meaningfully to our team, we encourage you to apply.

Required:

• 3-5+ years of experience supporting senior executives or leadership teams.
• Collaborative working style with the ability to develop relationships of trust and confidence with colleagues across teams and departments.
• Strong organizational and time management skills.
• Well-developed collaborative and interpersonal skills including demonstrated self-awareness, commitment to diversity and inclusivity, and ability to work with colleagues and stakeholders across diverse cultures and backgrounds.

Preferred:

• Experience in nonprofit, legal, public policy, government, or advocacy organizations.
• Familiarity with office tools such as Google Suite, Sharepoint, and Airtable.
  

Work Environment & Physical Demands:

• This role may require occasional travel for team retreats, conferences, or organizational meetings.
• This role may involve sitting for extended periods and working on a computer. Reasonable accommodations will be provided as needed.

The salary range for this position is $75,000 - $90,000 plus excellent benefits. Compensation is commensurate with experience.