Executive Assistant to the Secretary/Administrative Assistant

Are you organized, detail-oriented, and motivated by keeping systems running smoothly? The Administrative Assistant II provides essential administrative and operational support across multiple functions of Phi Beta Kappa, including Human Resources, Accounting, Development, and Investment Committee operations. 

In this role, you’ll serve as a central connector across departments—helping ensure accurate recordkeeping, clear communication, and efficient processes that strengthen PBK’s daily operations. Your efforts will enable leadership and staff to focus on advancing the Society’s mission and strategic goals. 

Key Responsibilities 

Human Resources Support 

• Maintain and update HR manuals and internal policies. 
• Manage onboarding and offboarding checklists for all staff. 
• Audit and maintain employee files to ensure accuracy and compliance. 

Investment Committee Support 

• Maintain signatory authorities
• Assist with coordination and documentation for Investment Committee communications and meetings. 

Accounting & Financial Support 

• Assist in creating and maintaining email templates to communicate financial updates to Chapters. 
• Help process refunds for duplicate payments. 
• Provide Bill.com invoice processing support and assist with vendor payments. 
• Collaborate with accounting staff on Chapter 990 filings. 
• Identify opportunities to streamline vendor payment processes for improved efficiency. 

Development Support 

• Maintain and update bequest and donor records to support Development initiatives and donor tracking. 

General Administrative & Office Support 

• Manage shared e-filing systems and digital records used across departments. 
• Maintain and update technology and subscription inventories. 
• Support periodic office organization and clean-up activities. 
• Assist with cross-departmental administrative projects and ad hoc tasks as needed. 

Position Title: Administrative Assistant II

Department: HR, Finance & Operations 

Reports To: Director, HR, Finance & Operations 

Status: Full-time, Exempt

Location: Dupont Circle, Washington DC- in person required 

Who You Are 

• You have 3–5 years of administrative experience, preferably in a nonprofit or membership-based organization. 
• You are proactive, resourceful, and thrive in a collaborative, team-based environment. 
• You communicate clearly and professionally in writing and conversation. 
• You have strong attention to detail and accuracy in recordkeeping and document management. 
• You are comfortable handling confidential information with discretion. 
• You are proficient in Microsoft Office Suite and comfortable learning new software systems or CRMs. 
• You are flexible and adaptable, able to balance multiple priorities effectively. 
• You work independently but love being part of a collaborative, service-oriented team. 
• You are proactive and resourceful, anticipating needs independently while collaborating effectively across teams. 
• You are passionate about advancing Phi Beta Kappa's nonpartisan mission championing the liberal arts and sciences, combined with a keen interest in news, books, culture, and politics. 

Why It Matters 

The Administrative Assistant II plays a vital role in ensuring Phi Beta Kappa’s operations run smoothly and efficiently. From managing HR and accounting processes to supporting Development and Investment Committee functions, this position strengthens the organization’s infrastructure and helps uphold PBK’s reputation for excellence, integrity, and service. 

Your contributions will directly support PBK’s mission to recognize academic excellence and champion the value of the liberal arts and sciences—helping the Society thrive for generations to come. 

To apply, please send resume and cover letter to HRHiring@pbk.org.

All materials should be in a single pdf file titled “AA II-HR & Finance, applicant’s last name” (e.g., AA II-HR & Finance, Jones)

Applications will be considered on a rolling basis until a successful applicant is found.