Executive Assistant

Overview

• Provide executive-level administrative support to the Vice President of Communications in a hybrid work environment.
• Manage complex calendars, scheduling, and internal/external meetings with multiple stakeholders.
• Draft, edit, and proofread correspondence, summaries, and other written materials with attention to detail.
• Coordinate travel arrangements and itineraries for the Vice President.
• Assist with project coordination using tools like Asana and Trello.
• Support budgeting, expense tracking, and administrative operations.
• Maintain confidentiality and handle sensitive information with discretion.
• Contribute to organizational priorities and strategic initiatives.

Key Responsibilities & Duties

• Manage and coordinate complex calendars and scheduling for the Vice President and department.
• Schedule and organize meetings, including agendas, materials, logistics, and follow-ups.
• Draft, proofread, and format various written materials with precision.
• Track and update projects using project management tools like Asana and Trello.
• Coordinate with vendors, process contracts, invoices, and expense reports.
• Assist with budgeting, expense tracking, and reconciliation tasks.
• Support onboarding logistics and administrative systems as required.
• Ensure smooth communication and collaboration across departments.

Job Requirements

• High School Diploma or GED required; Bachelor’s degree preferred.
• Minimum of 5 years of executive-level administrative support experience.
• Proficiency in project management tools like Asana or Trello.
• Strong organizational skills and ability to manage multiple priorities.
• Exceptional writing, editing, and proofreading capabilities.
• Experience with budget tracking and expense management.
• Professional judgment and discretion in handling confidential information.
• Interest in public policy, communications, media, or nonprofit work preferred.