What are the responsibilities and job description for the Executive Assistant/Office Manager position at Learning Undefeated?
Company Overview
Learning Undefeated is a dynamic non-profit organization dedicated to providing transformative STEM education and career opportunities to underserved communities. Through innovative, experiential programs for students from kindergarten through 12th grade, we aim to ignite interest in STEM fields, foster workforce development, and bridge connections across schools, communities, health sectors, and businesses.
Position Overview
We're seeking a highly organized, tech-savvy Executive Assistant / Office Manager to provide comprehensive administrative support to our executive team (currently 5 leaders) while managing day-to-day office operations. This role requires someone who thrives in a fast-paced environment, can juggle competing priorities with ease, and takes initiative to keep things running smoothly.
First Major Project: You'll hit the ground running by coordinating our upcoming office relocation—managing logistics, timelines, vendors, and communications to ensure a seamless transition.
Key Responsibilities
Executive Support
- Manage complex calendars and scheduling for up to 5 executives
- Prepare meeting agendas, materials, minutes, and follow-up documentation for our Board of Directors (four meetings per year)
- Draft and edit correspondence, presentations, and reports
- Serve as a liaison between executives and internal/external stakeholders
Project Management
- Lead and coordinate cross-functional projects, including the office move
- Track project timelines, deliverables, and budgets
- Proactively identify and resolve obstacles
- Maintain project documentation and status updates
- Organize catering, logistics, and materials for internal events
Office Administration
- Oversee daily office operations and facilities management
- Manage vendor relationships and service contracts
- Coordinate office supplies, equipment, merchandise, and technology needs
- Support onboarding logistics for new team members
- Maintain organized filing systems (physical and digital)
- Coordinate with accounting team (contractor) to handle payments and financial administration
Qualifications
Required
- 3 years of experience in executive support or office administration
- Demonstrated project management skills with track record of successful execution
- Proficiency with Microsoft 365, Slack, QuickBooks, and project management tools. Mac OS preferred,
- Expertise in working with relational database; Airtable preferred.
- Fluency in PowerPoint with ability to create sophisticated presentation materials
- Exceptional organizational skills and attention to detail
- Strong written and verbal communication skills
- Ability to manage multiple priorities and deadlines simultaneously
- Discretion in handling confidential information
Preferred
- Experience in nonprofit organizations
- Experience coordinating office moves or facility projects
- Bachelor's degree or equivalent experience
What Success Looks Like
- Executives have confidence their schedules, travel, and logistics are handled flawlessly
- Office operations run efficiently with minimal disruption
- Projects are completed on time and within scope
- You anticipate needs before they become urgent
Compensation & Benefits
- Competitive salary commensurate with experience
- Health, dental, life, and vision insurance
- 401(k) with 4% company match
- Tuition reimbursement and professional development assistance
- Generous paid time off, 10 paid holidays per year plus one week of paid time off between Christmas and New Year’s Day.
- Professional development opportunities
- Mission-driven work environment
The fine print
Learning Undefeated offers competitive salary plus many benefits to its employees, including paid leave, health insurance, 401(k), and tuition reimbursement. This is a full-time, year-round position. The candidate will be selected for hire based on the following criteria: Experience, subject area of expertise, communication skills, professional references, background check, and availability.
Learning Undefeated is a welcoming environment that supports and celebrates many perspectives. We are committed to building a team that represents a variety of backgrounds, approaches, and skills that honors our team members’ unique lived experiences. Together, our organization strives to create and maintain working and learning environments that are inclusive, equitable and welcoming. Candidates are encouraged to highlight their experience working to advance social impact issues that intersect or directly impact the lives of children, such as education, public health, housing, early learning, disaster recovery, and neighborhood revitalization.
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Retirement plan
- Tuition reimbursement
Work Location: Hybrid remote in Gaithersburg, MD 20878