Executive Assistant, Office of The President
3 weeks ago
**ABOUT US**
Democracy Fund is an independent and nonpartisan, private foundation that confronts deep-rooted challenges in American democracy while defending against new threats. Since 2014, we have made grants of more than $275 million in support of those working to strengthen our democracy through the pursuit of a vibrant and diverse public square, free and fair elections, effective and accountable government, and a just and inclusive society. In addition to grantmaking, Democracy Fund advocates for better solutions and works with partners to grow philanthropic support for our democracy.
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The Office of the President supports the leadership of the organization’s chief executive in order to provide strategic direction for the organization. The office also enables special initiatives and experimental grantmaking at the organization and supports external leadership in the field.
The Executive Assistant provides high-level administrative support to, and serves as the first point of contact for, Democracy Fund’s Office of the President, which includes our President, his Chief of Staff, and the two Managing Directors of Program. The Executive Assistant should be a systems thinker who will quickly come to understand the nature of the organization’s work and mission, as well as how the different teams at Democracy Fund interact. This role will serve as an anchor within the Office of the President, connecting and working with every part of our organization and with external audiences to support open communications, smooth collaboration, and increased efficiencies.
This role reports to the Chief of Staff in the Office of the President.
**PRIMARY RESPONSIBILITIES**
The Executive Assistant’s primary responsibilities will include, but are not limited to, the following:
**HIGH-LEVEL, ADMINISTRATIVE EXECUTIVE SUPPORT**
- Responsible for overall administration and coordination for the Office of the President, including managing appointments, arranging all travel logistics, managing expense reports, and other administrative tasks as needed.
- Provide support for meetings, including agenda development, facilitation support, scheduling, preparing any necessary technology, ensuring compilation and sharing of relevant background information, notetaking, and overseeing follow-up communications or next steps.
- Work closely with both the President and the Managing Directors of Program to keep them well informed of upcoming commitments and responsibilities.
- Take initiative by following up and following through, and prioritizing conflicting issues to ensure that all team and organization-level objectives are met
- Coordinate closely with, and provide backup support to, the Executive Assistant to the Chief Operating Officer, as needed.
**OPERATIONAL SYSTEMS & PROCESSES**
- Design and facilitate core operational systems and processes to help the Office of the President run smoothly.
- Work with Democracy Fund staff and consultants to manage contract administration, expenses, honoraria, and invoices. Monitor and proactively follow up on workflows for grants, contracts, and payments.
- Support team-wide budgeting processes such as annual planning, tracking spending, and regular reforecasting.
- Provide administrative support for grantmaking, such as management of the team’ grant pipeline, tracking deadlines, and due dates for reports and payments.
- Manage and organize Office of the President data, including contacts, meeting agendas, and files. Use discretion and good judgment when managing documents with confidential information.
- In coordination with the Partnerships Team, track and support engagement with peer funders, including supporting management of contact database when needed.
- On occasion, provide project management for special initiatives, and provide additional capacity on key cross-organizational initiatives.
**BOARD MANAGEMENT & GOVERNANCE**
- Support the Chief of Staff in coordinating communications and logistics for all board business, including correspondence with board members’ executive assistants, event planning, drafting and proofreading board meeting materials, etc.
- Support correspondence with the Board of Directors, calendaring and logistics for board meetings, and assisting in the preparation of board materials.
**INTERNAL & EXTERNAL COMMUNICATIONS**
- Help ensure clear communications across the Office of the President and between the team and the broader organization, including regular drafting of all staff updates.
- Track, manage, and follow up on existing and incoming external contacts with professionalism, cultivating ongoing relationships as needed.
- Partner with other executive assistants and team coordinators to support organization-wide workflow planning and keep the Office of the President informed of key priorities and bottlenecks.
- Support the President and Managing Directors in fostering connections with staff by proposing and implementing initiatives that build a
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