Executive Assistant

Mirror Group

Mirror Group is a Washington DC-based consulting firm with staff and clients all over the nation. We leverage partnerships with fellow evaluators, researchers, subject matter experts, and change-makers to bring collaborative, participatory, utilization-focused evaluation, and capacity-building to a broader range of organizations. At the core of our work, we are data equity people using our gifts and talents in service of learning organizations and the communities we love.

Job Summary

The Executive Assistant is responsible for providing comprehensive administrative support to the Chief Executive Officer (CEO). This role requires excellent organizational skills, attention to detail, discretion, and the ability to manage multiple tasks efficiently. The Executive Assistant is expected to handle sensitive information with confidentiality and professionalism. This position is part-time remote with 1-2 days/week in the Washington, DC Glover Park office space.

Key Responsibilities:

Calendar and Schedule Management:

• Manage and prioritize the executive's calendar, appointments, and meetings.
• Coordinate and schedule internal and external meetings, including room reservations and video conferences.
• Ensure the executive is well-prepared for meetings with necessary materials and information.

Communication and Correspondence:

• Screen and manage phone calls, mail, emails, and inquiries on behalf of the executive.
• Draft, edit, and proofread correspondence, reports, and presentations.
• Maintain professional and effective communication with internal team members, clients, partners, and external stakeholders.

Travel Arrangements:

• Make travel arrangements, including booking flights, accommodations, transportation, and visas.
• Create detailed itineraries and travel expense reports.
• Ensure smooth travel logistics and adjustments as needed.
• Occasional domestic travel up to 15%.

Document Management:

• Organize and maintain physical and electronic files, records, and documents.
• Retrieve and compile data or information from various sources as required.
• Assist in document preparation for meetings and presentations.

Office Management:

• Coordinate office supplies and equipment procurement.
• Oversee office maintenance, including repairs and cleanliness.
• Manage relationships with office vendors and service providers.

Administrative Support:

• Handle administrative tasks such as expense tracking, budget management, and invoicing.
• Assist in project coordination and follow-up on action items.
• Provide backup support to other administrative staff as needed.

Qualifications:

• Bachelor's degree or equivalent work experience.
• 7 years of proven experience as a C-Suite level executive assistant or in a similar administrative role.
• Minimum 3 years in consulting or a growing small business environment preferred.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Experience as a proactive administrative thought partner and problem-solver.
• Proficiency in using office software (e.g., Google Suite, Asana, QuickBooks, BQE CORE, Canva, Adobe CC, etc.).
• Discretion and the ability to maintain confidentiality.
• Ability to work independently and collaboratively in a fast-paced environment.
• Adaptability and flexibility to changing priorities and tasks.

Salary Range

• $2850/month based on 20 hours/week.
• Transportation subsidy of $75/month.
• The role has the possibility to expand.

EQUAL OPPORTUNITY

Mirror Group is an equal opportunity employer, and we strongly encourage and seek applications from women, people of color, immigrant, bilingual, and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Mirror Group is firmly committed to complying with all federal, state, and local equal employment opportunity ("EEO") laws and strictly prohibits discrimination against any employee or applicant for employment because of the individual's race, creed, color, sex, religion, national origin, age, sexual orientation, height and/or weight, disability, gender identity or expression, medical condition including acquired immune deficiency syndrome (AIDS) or AIDS-related conditions, marital status, partnership status, genetic predisposition or carrier status, military status, arrest record and any other characteristic protected by law.

Reasonable accommodation will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application. While performing the responsibilities of the job, reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.

Thank you!

Finally, thank you for taking the time to read this job description. We're looking forward to getting to know you!