Position Title: Executive Assistant
Location: Washington, D.C. (hybrid); remote considered
Reports to: Chief Operating Officer
Hours per week (average): 40
Overtime Status: Exempt
The Executive Assistant is responsible for providing comprehensive administrative support to NVF’s executive team (President, COO, CFO and General Counsel). This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The ideal candidate is interested in partnering over the long term with an engaging leadership team and is excited to put their extensive talents to use ensuring the team is effective.
Responsibilities and Tasks
Complete a broad variety of administrative tasks for the executive team:
- Provide sophisticated and confidential calendar management. Arrange group meetings. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth operations. Ensure that meeting organizers provide details and documents in advance of meeting with adequate time for review.
- Work closely with each member of the team to keep them informed of upcoming commitments and responsibilities.
- Manage the action items and deadlines for the team and regularly support the completion of tasks. Develop annual calendar of items to track.
- Track the strategic plan objectives and provide reminders to individuals about their tasks.
- Organize and keep up to date the shared directory, ensuring documents are filed in the appropriate folders. Arrange for conference rooms and audio/visual requirements, as necessary.
- Schedule and manage travel and logistics for in-person and virtual meetings.
- Shepherd contracts through the drafting and signature process. Approve invoices for payment where appropriate. Track and ensure invoices are paid.
- Liaison with the signatory team, arranging for schedule changes and ensuring quality control of the documents sent for signature.
- Prepare and submit expense reports.
- Provide other administrative support as requested.
- Manage special projects as assigned.
Stakeholder Communications and Meeting Support:
Complete a broad variety of tasks related to stakeholder communications and the coordination of meetings for the executive team:
- Collaborate and build relationships with people at all levels of partner organizations, in particular with the administrative vendor, Arabella Advisors. Establish understanding of who is responsible for what areas at Arabella and keep the executive team updated on personnel changes.
- Arrange and manage all logistics for meetings/events with internal and external stakeholders, including scheduling; identifying and securing location; coordinating the drafting of agendas; developing, compiling, and distributing presentation materials; taking notes; documenting action items; and following up with participants.
- Compose and prepare correspondence for, or on behalf of, executives with a high degree of professionalism, accuracy, and confidentiality, including communications to Board of Directors.
- Design and produce complex documents, reports, and presentations, including drafting, formatting, and cleaning up documents.
- Act as liaison, providing a bridge for smooth communication between the executive team and other stakeholders, serving as a reliable and trustworthy go-between. Follow up with executive team and stakeholders to ensure that assigned tasks are completed.
- Request information of and actions by stakeholders on behalf of executive team.
Systems and Operations Support:
Provide support for a range of systems to help ensure the executive team is operating effectively and efficiently:
- Provide general office management support, including coordinating with vendors as needed
- Serve as liaison for executive team information technology support, including ensuring hardware, software, and desktop support. Coordinate with outside IT vendors.
- Assist in the selection of vendors and purchase equipment, services, and supplies as necessary for smooth operations.
- Prepare budget recommendations for operations support.
- Support the adoption and integration of operational systems across the team.
- Proactively identify opportunities to increase the efficiency and effectiveness of processes.
- Proactively monitor day-to-day activities to identify ways to boost productivity and reduce redundancy.
Education, Experience, Knowledge, Skills, and Ability
- 7+ years of experience in a professional office environment supporting a senior executive or executive team
- Impeccable professional written and verbal communications skills
- Exceptional organizational skills, including prioritization, and impeccable attention to detail
- Comfort and ability to interact with a variety of stakeholders, including but not limited to staff, clients, business partners, donors, external vendors, and members of the Board of Directors
- Demonstrated excellent judgement and ability to handle sensitive and confidential information and situations with poise, tact, discretion, and diplomacy
- Strong track record of performing work using a racial, equity, diversity, and inclusion lens
- Solid organizational, project management and critical thinking skills, with ability to multi-task and make changes quickly and efficiently; willingness to “roll up your sleeves” and manage changing priorities; ability to work under pressure at times
- Comfort with ambiguity and the ability to complete a high volume of tasks and projects with little or no guidance
- High proficiency in Microsoft Word, Outlook, Excel, PowerPoint, and SharePoint. Ability to design and edit graphic presentations and materials.
- Technical proficiency and problem-solving skills related to IT and troubleshooting.
Valued and Non-Essential Education, Experience, Knowledge, Skills, and Ability
- Knowledge and experience with non-profit organizations valuable
- Experience with Salesforce a plus
How to Apply
Please e-mail firstname.lastname@example.org with a cover letter and resume, with the subject titled “Executive Assistant.”
This position is available immediately; we will accept and review new applications until filled.
Compensation and Benefits
Salary range: $70,000 – $90,000
Benefits: Comprehensive benefits package includes 100% employer-paid health, dental, and vision insurance; 3% automatic contribution and a 3% employer match on 401(k) contributions; pre-tax transportation benefits; and paid holiday, vacation, sick, and volunteer time off.
New Venture Fund (NVF) is a 501(c)(3) public charity that incubates new and innovative public-interest projects and grantmaking programs. NVF is committed to attracting, developing, and retaining exceptional people, and to creating a work environment that is dynamic and rewarding, enabling all of its employees to realize their full potential. NVF’s work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working.
To center the safety and well-being of its employees, New Venture Fund requires that any employee who is required to conduct in-person activities for their job must be fully vaccinated against COVID-19 within four weeks of their start date. This position may require candidates to be fully vaccinated against COVID-19. Accommodations may be sought and approved in accordance with the law by contacting human resources at HR@newventurefund.org.