We are looking for a highly-experienced Executive Assistant to provide comprehensive support to the Chief Executive Officer (CEO) in maximizing their time, productivity, and impact by helping them and the Executive Office with administrative, logistical, and project-related support.

Reporting directly to the CEO, the Executive Assistant (EA) provides executive support working closely with the CEO in a hybrid capacity and across a dynamic, largely remote environment. The EA serves as a liaison between the board of advisors and the leadership team, organizing and coordinating outreach and engagement efforts. The EA oversees special projects, sometimes in coordination with the Principal, Business Operations, in support of the CEO and the company at large.

The ideal candidate must be creative and have high business acumen, be solutions-oriented, be able to multitask effectively, and thrive in helping others succeed in a small, entrepreneurial environment that is mission-driven.

If you're a strong communicator, highly-organized and flexible, and possess the ability to work independently on projects from conception to completion while handling a shifting set of priorities with a high degree of discretion, we would love for you to apply.

Location: Washington, DC (In-office 3-4 days every week)

$103,000 to $114,000 Annual Salary Benefits Growth Potential

Placement within this range will be based on the competency level of the candidate. An offer will be made at one of the following tiers:

Tier 1: $103,000 — Meets minimum qualification/experience requirements. Beyond onboarding, will need additional guidance and training to perform key responsibilities of the role.

Tier 2: $108,500 — Experienced and fully-competent. Beyond onboarding, can independently perform key responsibilities of the role.

Tier 3: $114,000 — Highly-experienced and can perform all responsibilities of the role at a higher level than expected once onboarding is completed.

To honor our company-wide equitable pay system, the posted salary range and corresponding tier salaries are non-negotiable.

The job posting for this role will close by 5:00pm EDT on Monday, May 13th, 2024.

The desired start date for this role is early-to-mid June 2024.

This role is expected to work on-site at our Washington, DC office 3-4 days every week. Applicants must reside within driving distance of our Washington, DC office to be considered for this position.

Responsibilities: Executive Support

• Correspondence: Manage and address emails to the CEO in a timely manner; this includes synthesizing for action, drafting, sorting, and distributing correspondence effectively in a timely manner.
• Scheduling: Plan, coordinate, and ensure that the CEO’s calendar is up-to-date, manageable, and respected.
• Agenda management: Surface daily action items for the CEO based on email and calendar.
• Meeting minutes: Record minutes from key meetings with a focus on documenting key decisions and actions.
• Action items: Follow up on action items to ensure timely completion.
• Phone: Answer, manage, and route primary office telephone line and messages received.
• Briefings: Ensure that the CEO is kept informed of upcoming commitments and responsibilities, following up as necessary.
• On-site staffing: Support the CEO or team at in-person events as needed to ensure proper documentation and tasking.
• Liaise with Board of Advisors: Support the CEO in preparing for meetings and following up on activities and actions as needed.
• Investments: Work with different teams to appropriately plan, track, and execute all activities related to corporate investments.
• Reports and dashboards: Work closely with the Principal, Business Operations, to ensure that reports and data dashboards are timely and accurately provided to the CEO.
• Strategic planning: Work with the leadership team to ensure they are directly supported in the execution of strategic actions.
• Contact management: Help maintain the CEO’s contacts in the company CRM and/or the contact management tool.
• Research: Proactively research topics based on outreach and communications received or as requested.

• Events: Maintain a reliable database of relevant events; including planning and taking the necessary actions to ensure there’s corporate coverage depending on the importance of the event. When attending events in support of the CEO, document and synthesize action items including looping in other colleagues as needed.
• Agendas: Prepare, maintain, and distribute agendas, and the appropriate reminders as necessary.
• Travel: Make and manage all travel and accommodation arrangements for the CEO, or those you’re directed to support by the CEO. Document and communicate planned travel effectively.
• Schedule: Manage the CEO’s calendar, including scheduling meetings, events, strategy time, etc; ensure necessary tools and materials are available for meetings, whether remote or in-person.
• Playbooks: Turn repetitive EA tasks into internal playbooks to streamline the process and enable easy handover or delegation of activities or actions in the future.

• Office management: Manage all aspects of Coforma’s HQ including retrieving and sorting correspondence, stocking perishable and consumable products (water, soda, milk, coffee, etc.), maintaining the office in a presentable state.
• Correspondence: Scan and digitally file mail that arrives at the office and notify appropriate parties in a timely manner.
• File management: Regularly maintain digital and paper filing systems for documents and correspondence.
• Support with training coordination: Assist in booking team or company trainings as requested.
• Notices: Draft and send or forward important building and office notices for anyone who may visit HQ through appropriate channels.
• Meeting planning and logistics: Coordinate and manage all aspects of meetings taking place at HQ, including catering as necessary. 
• Administrative innovation: Establish and run long-term Executive Office administrative projects as necessary.

• 6 years of executive assistant experience supporting C-Level Executives, preferably in a startup or federal government contracting organization
• Able to pass a background check and sign a non-disclosure agreement (NDA) related to handling and access to proprietary business information
• Knowledge, experience, and working comfort with Google Drive, Google Suite, Slack, CRMs and/or a willingness to learn new tools and platforms as requested
• Excellent time management skills
• Experience with desk research of some kind
• Comfortable in a fast-paced work environment, flexible, innovative, and attentive to detail
• Demonstrably strong written and oral communication skills
• Experience successfully balancing multiple tasks and schedules
• Proven experience effectively prioritizing workload to meet deadlines
• Self-directed, requiring minimal supervision
• Able to travel and support the team at events as needed
• A thoughtful documenter, communicating the important details of their work for others to follow
• Access to strong, reliable internet when working remotely
• Must be legally authorized to work in the United States now and in the future without sponsorship

• Reliable: Consistent in quality of work and communications, as well as dependable in completing tasks.
• Analytical: Strong analytical skills and an ability to create systems.
• Calm manner: Able to handle stressful situations without adding to the stress.
• Planner: Excellent time management and ability to anticipate what could go wrong when planning and coordinating.
• Confident: Comfortable saying “No” when it’s the right thing to do (for example, saying no to non-essential requests of the CEO or their own time when they’re busy).
• Organized: Outstanding organization and attention to detail; able to prioritize projects and complete tasks on time; create order where there’s disorder.
• Proactive self-starter: Works well without a lot of direction.
• Cooperative: Able to manage and work with top executives and high-level contacts; cooperate with staff across different teams.
• Communicative: Able to communicate ideas and create personal relationships through written and verbal exchanges.
• Detail-oriented: Outstanding attention to detail and quick to check assumptions and review work before proceeding.
• Discrete: Able to work with discretion and confidentiality; trustworthy with personal and professional information that’s sensitive and confidential, whether it’s adequately marked as such or not.

• Internet: Will prioritize and maintain access to strong, reliable internet for the remote nature of our work, except when on vacation or holiday.
• Security: Will keep the highest security practices to ensure privacy and security of Coforma and client information given the nature of our work, even when on vacation.
• Travel flexibility: On request and with advanced notice, will attend in-person events such as meetings, workshops, and trainings as assigned for projects that require it.
• Brand representation: Will represent Coforma professionally and sincerely, modeling our Company Values in all interactions.

• Whether or not you have a degree of any kind
• Whether your educational major, if you had one, is related to this role
• Whether or not you have worked at a well-recognized company
• Whether you’re sure that you check every box

• Your passions, professional or otherwise
• Your well-informed opinions about technology, teams, and process
• You

We participate in E-Verify. Upon hire, we will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

Due to the nature of our work with the federal government, this role is required to work from the contiguous United States.

We're Coforma

The stress of job searching can make you wonder if you’re enough. Studies have even shown that women and people of color are less likely to apply to jobs when they don’t meet every qualification. We believe that you ARE enough, and that it’s okay not to meet every requirement. We’re building a culture that’s authentic, inclusive, and diverse. If you’re excited to work with us but not sure you check every box, apply anyway! You may be just right for this role or another one.

About Us

We use creativity to get results for clients and the communities they serve.

We’ve honed a modern, agile, user-centered approach that elevates human needs through thoughtfully-designed systems and products.

From connecting families in crisis at the US border to improving the way governments consume COVID-19 mobility data through a more accessible and user-friendly tool, we’re dedicated to improving people’s lives through thoughtful technology products and services. Together. Our cross-functional team works closely with each other and with our government, nonprofit, and commercial partners to research, design, and build better products and services.

Coforma employs over 100 talented creators. Our leadership has decades of experience in improving government digital services from a civic service mindset, and a strong record of developing innovative technology solutions for government, enterprise, and nonprofits.

We thoughtfully integrate design into product development. We are experts in leading the design and development of products to meet business goals, build alignment, and deliver value through technically feasible and iterative design activities.

Business objectives and human beings are at the center of our work. We work very closely and collaboratively with our partners, from solicitation through to delivery, to ensure that the solution provides a high level of value to the business. Accessibility is never overlooked in our work, and our iterative approach validates the utility and delight of the final product.

Equal Opportunity & Inclusive Workplace

Coforma is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, ethnicity, national origin, sexual orientation, gender identity or expression, religion, age, pregnancy, disability, work-related injury, covered veteran status, political ideology, marital status, or any other factors that are protected from employment discrimination under federal law.

We are committed to ensuring accessibility and equal opportunity and offering reasonable accommodations to those with disabilities. We adhere to the guidelines set forth by the Americans with Disabilities Act and all relevant federal, state, and local laws concerning disability discrimination and accommodation. To request a reasonable accommodation for the application or interview process, please email talentops@coforma.io.

About Public Trust and Other Background Investigations

Due to the nature of our client and project work, most roles may require a National Agency Check and Inquiries (NACI), Moderate Background Investigation (MBI), Background Investigation (BI) or other relevant investigations as needed. Additional information regarding background evaluations or investigations can be found on the U.S. Office of Personnel Management website (opm.gov).