Executive Assistant to the President and CEO

Job Title: Executive Assistant to the President and CEO

Position Overview

The Executive Assistant to the President and CEO will provide high-level executive administrative support to the President and CEO, a former elected official, and ensure the efficient and effective day-to-day operations of the Executive Office. The Executive Assistant is responsible for ensuring the President and CEO is sufficiently prepared for all meetings, high-profile public appearances, board interactions, and events.

Responsibilities

• Liaison & Communication: Serve as the administrative liaison between the President and CEO and programmatic, functional, and operations teams, ensuring clear communication and effective collaboration; exercise judgment and discretion in managing inquiries and communications.
• Calendar Management: Strategically plan and execute the President and CEO's schedule; coordinate complex meetings; assess and prioritize inquiries and requests employing sound strategies.
• Travel Coordination: Manage all travel arrangements – locally, nationally, and internationally.
• Proactive Support: Optimize the President and CEO's time by anticipating needs and identifying critical, time-sensitive issues, coming prepared with solutions.
• Meeting Logistics: Manage meeting logistics including drafting agendas, providing technical support, taking minutes, and tracking action items.
• Material Preparation: Take the lead in ensuring the coordination and preparation of meeting materials. Develop and refine meeting agendas and briefing materials; set deadlines for deliverables from executive leadership and internal programs.
• Content Development: Draft and edit communications including speeches, memoranda, correspondence, policies, announcements, talking points, and other materials to ensure content is clear, compelling, and in alignment with organizational messaging.
• Media & Board Collaboration: Coordinate with the Director of Executive Communications to handle media requests and social media messaging. Coordinate with the Director of Board and Executive Relations for board items and donor-related items.
• Process Optimization: Streamline and optimize administrative processes to improve efficiency and effectiveness; develop and implement best practices for enhancing workflows and communication.
• Financial Admin: Submit timesheets, reimbursements, and handle credit card reconciliation.
• Other Duties: Perform other duties as assigned.

Qualifications

• Bachelor's degree from an accredited institution.
• Minimum of 8 years of executive assistance experience, preferably supporting high-profile leaders or public figures.
• Advanced skills in Microsoft Office suite and Apple/Mac environments.
• Ability to effectively communicate with all levels of internal and external stakeholders—including public officials, board members, and VIPs—both written and verbally with a high degree of diplomacy.
• Strong attention to detail. This role will review all documents for grammar, spelling, and formatting prior to them leaving the President & CEO's office.
• Ability to work on several projects simultaneously and meet project deadlines while adapting to immediate demands.
• Ability to arrange complex and detailed travel plans and itineraries and compile documents for travel-related meetings.
• Strong organizational, project management, and problem-solving skills with impeccable multitasking abilities. Ability to anticipate needs.
• Ability to research, organize, and synthesize information and materials from multiple sources.
• Committed to excellence and performs duties at the highest level possible on a consistent basis.
• Demonstrates the ability and temperament to work with sensitive information with absolute discretion.

Application & Eligibility

• The organization offers a highly competitive salary and provides generous benefits.
• Individuals interested in this position should send a resume, cover letter, and writing sample combined into one document. Incomplete applications will not be considered.
• Candidates must be authorized to work in the United States. The organization does not sponsor employment visas.
• The organization is proud to be an equal opportunity workplace dedicated to pursuing and hiring a diverse workforce.

Work Schedule

The work/life balance of employees is a priority for the organization. As a result, the office is currently operating on a hybrid schedule. This position will be in-office Tuesday through Thursday, and other days as needed to support the President and CEO. This position requires the ability to respond outside of normal working hours and on the weekends as it relates to calendar control and travel changes.

Compensation & Benefits

• Base Salary Range: $120,000 - $140,000 (determined by skill set, experience, training, education, knowledge, and organizational needs).
• Health Coverage: Comprehensive health insurance benefits with a choice of HSA, POS, or PPO plans, alongside dental and vision coverage with a Flexible Spending Plan.
• Retirement: 403(b) matching contributions of up to 7% of salary, plus an additional non-elective contribution of 2% of salary (both after 90 days of employment).
• Paid Time Off: 15 vacation days, 2 personal days, 15 sick days, and 12 holidays per year.
• Professional Growth: Educational benefits up to $5,250 per year (after one year of employment) and $2,000 for professional development expenses (after six months of employment).
• Additional Perks: Commuter/transit benefits of up to $130 per month, Pet Insurance, company-provided life insurance, and paid parental leave (maternity/paternity).

About the Organization

• Industry: Think Tanks / Public Policy
• Company Size: 51–200 employees
• Core Philosophy: Driven by generating ideas, taking action, and achieving results.