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Job Description

Overview

The Executive Assistant (EA) role is a highly visible position at Counterpart, requiring interaction with a broad range of internal and external constituents and playing a key role in support of our mission. Reporting to the CEO, the EA provides overall administrative and project support to the CEO and serves as the administrative liaison to the board of directors. The EA also has extensive interaction with other staff and community stakeholders. Professionalism, the ability to cultivate relationships, and flexibility to adapt to the changing needs and priorities of a growing organization are essential.

This is a full-time, exempt position located at our office in downtown Washington, DC. Some early morning, evening, and weekend hours, as well as occasional travel, should be expected. In addition to a positive and flexible work culture, we attract, retain, and motivate exceptional people with an equitable and competitive compensation and benefits package.

 

 

Responsibilities

  • Provide support and project management for a range of initiatives in which the CEO plays a lead role.
  • Manage the CEO’s calendar and daily workflow, juggling competing priorities as necessary and making appropriate and informed decisions regarding available time.
  • Schedule internal and external meetings, coordinating all logistics and details, providing relevant preparation materials, and ensuring appropriate follow-up. This includes external and staff events in addition to meetings.
  • Screen, direct, respond to, and prioritize calls and correspondence, facilitating the smooth exchange of information as a first point of contact for staff, board members, and external partners.
  • Coordinate travel arrangements for the CEO and board members, including flights and lodging.
  • Provide support to the board and several board committees. Schedule and arrange meetings, coordinate the agenda setting with CEO/Board Chair/Committee Chairs, compile and distribute materials, attend meetings, prepare meeting minutes, and maintain corporate documents.
  • Maintain contact information for all Board members, ensure board email lists are kept up to date, administer Conflict of Interest forms, and related tasks.
  • Draft Board Resolutions and manage electronic signatures process for out-of-cycle resolutions.
  • Maintain, manage, and continuously improve Board of Directors Share Point intranet site.
  • Plan and oversee logistical arrangements for board and board committee meetings, including space and facility needs, meals and refreshments, supplies, and technology.
  • Compose, edit, design, and format documents.
  • Complete expense reports for reimbursement.
  •  Manage the annual budgets for the CEO’s office and the board of directors.

Qualifications

  • Minimum of five years in an executive assistant capacity with proven ability to excel at the responsibilities of this role
  • Prior experience providing high-level support to Boards of Directors and their committees
  • Minimum of five years of experience managing projects and initiatives
  • Experience working under pressure and managing multiple, competing tasks and priorities
  • Experience drafting agendas, presentations, reports, and correspondence on behalf of senior executives

Career Path for Executive Assistant

The following is the career advancement route for Executive Assistant positions, which can be used as a reference in future career path planning. As an Executive Assistant, it can be promoted into senior positions as an Executive Assistant IV that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Executive Assistant. You can explore the career advancement for an Executive Assistant below and select your interested title to get hiring information.