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Senior Administrative Coordinator, Office of the President

2 months ago

Washington, Washington, D.C., United States Democracy Fund Full time
Job OverviewABOUT US

Democracy Fund is a nonpartisan, independent foundation dedicated to addressing the fundamental challenges facing American democracy while safeguarding against emerging threats. Since its inception, the organization has allocated over $275 million in grants to bolster efforts aimed at enhancing democracy through the promotion of a vibrant public discourse, ensuring free and fair elections, fostering accountable governance, and advocating for a just and inclusive society. Beyond grantmaking, Democracy Fund actively seeks to implement better solutions and collaborates with partners to amplify philanthropic support for democratic initiatives.

Democracy Fund stands behind leaders and organizations that defend democratic principles and strive to make our political system more transparent, equitable, resilient, and trustworthy. We believe that experimentation, learning, and adaptability are crucial for the vitality and resilience of any system, including our organization and the broader American political landscape. As grantmakers, we prioritize listening to and serving our grantees, who are our visionaries and collaborators, while embedding diversity, equity, and inclusion as core values essential to our mission's success.

POSITION SUMMARY

The Office of the President plays a pivotal role in guiding the organization's strategic direction, supporting special initiatives, and facilitating innovative grantmaking efforts. The Executive Assistant serves as the primary administrative support for the Office of the President, which encompasses the President, the Chief of Staff, and the two Managing Directors of Program. This position requires a systems-oriented individual who will quickly grasp the organization's mission and the interconnections among various teams at Democracy Fund. The Executive Assistant will act as a central figure within the Office of the President, fostering open communication, collaboration, and efficiency across the organization and with external stakeholders.

The Executive Assistant will be instrumental in designing and managing internal processes, coordinating meetings and events, assisting with grantmaking and team accounting, and providing comprehensive administrative support for key organizational tasks. The ideal candidate will be a resourceful, collaborative team player with exceptional written and verbal communication skills, strong organizational abilities, and the capacity to balance multiple priorities effectively. This role demands independence in managing projects from inception to completion, a commitment to meeting deadlines, and a talent for refining processes to enhance operational efficiency.

This position reports directly to the Chief of Staff in the Office of the President.

PRIMARY RESPONSIBILITIES

The Executive Assistant's key responsibilities include, but are not limited to:

EXECUTIVE ADMINISTRATIVE SUPPORT
  • Oversee the administration and coordination of the Office of the President, including managing schedules, arranging travel logistics, processing expense reports, and performing other necessary administrative tasks.
  • Facilitate meetings by developing agendas, providing logistical support, scheduling, preparing technology needs, compiling relevant background information, taking notes, and ensuring follow-up communications.
  • Collaborate closely with the President and Managing Directors to keep them informed of upcoming commitments and responsibilities.
  • Proactively follow up on tasks and prioritize conflicting issues to meet team and organizational objectives.
  • Coordinate with the Executive Assistant to the Chief Operating Officer for backup support as required.

OPERATIONAL SYSTEMS & PROCESSES
  • Design and implement core operational systems and processes to ensure the smooth functioning of the Office of the President.
  • Collaborate with Democracy Fund staff and consultants to manage contracts, expenses, honoraria, and invoices, while monitoring workflows for grants and payments.
  • Assist in team-wide budgeting processes, including annual planning, tracking expenditures, and regular reforecasting.
  • Provide administrative support for grantmaking, including managing the grant pipeline and tracking deadlines for reports and payments.
  • Organize and maintain Office of the President data, including contacts, meeting agendas, and files, exercising discretion with confidential information.
  • In partnership with the Partnerships Team, track and support engagement with peer funders, including managing the contact database as needed.
  • Occasionally manage projects for special initiatives and provide additional support for key cross-organizational efforts.

BOARD MANAGEMENT & GOVERNANCE
  • Assist the Chief of Staff in coordinating communications and logistics for board activities, including correspondence with board members' assistants, event planning, and preparation of board meeting materials.
  • Support board correspondence, scheduling, and logistics for meetings, as well as preparation of board documentation.

INTERNAL & EXTERNAL COMMUNICATIONS
  • Ensure effective communication within the Office of the President and between the team and the broader organization, including regular drafting of staff updates.
  • Manage and follow up on existing and incoming external contacts professionally, fostering ongoing relationships as necessary.
  • Collaborate with other executive assistants and team coordinators to support organization-wide workflow planning and keep the Office of the President informed of key priorities.
  • Assist the President and Managing Directors in building connections with staff by proposing and implementing initiatives that foster an inclusive culture.
  • Support the Strategy, Impact, and Learning Practice (SILC) in promoting a culture of learning throughout the organization.

TEAM MEMBER
  • Assist with office administration, including providing coverage at the front desk as needed.
  • Contribute to event planning and logistics for cross-organizational events such as staff retreats and external convenings.
  • Act as a collaborative team player, building strong relationships and working effectively with staff at all levels.
  • Work with staff and the Operations team to develop and refine robust cross-organizational systems and enhance internal communications.
  • Foster a team culture that values collaboration, positivity, and transparency, driving towards impact through continuous improvement.
  • Support the success of all Democracy Fund team members and cultivate a highly collaborative organizational culture.
  • Perform other duties as assigned.

EDUCATION, EXPERIENCE, & SKILLS REQUIREMENTS
  • Strong commitment to enhancing American democracy and a dedication to racial equity and justice.
  • High integrity that reflects the values of Democracy Fund.
  • Ability to take initiative and follow through on assigned tasks, demonstrating problem-solving skills.
  • Excellent time management skills to execute multiple tasks seamlessly while maintaining meticulous attention to detail.
  • Exceptional interpersonal skills and a proven ability to build and maintain relationships with all staff and stakeholders.
  • Outstanding organizational skills, along with superior written and verbal communication abilities.
  • Sound judgment with the capacity to analyze situations and determine appropriate prioritization and next steps.
  • Resourceful and curious team player who works well independently.
  • Trusted professional with experience handling confidential information discreetly and adapting to competing demands.
  • Comfortable with ambiguity and adaptable in a dynamic environment.
  • Minimum of five years of experience supporting C-level executives, preferably in a nonprofit context.
  • Proficient in Microsoft Office and familiar with A/V setup and troubleshooting; experience with Salesforce, Fluxx, Expensify, or similar CRMs is preferred.
  • Bachelor's degree or relevant experience.
  • Democracy Fund operates under a hybrid-remote model, requiring new staff to reside in the D.C. Metro area and be present in the office several days a month.

SALARY

Starting salary is $105,513 per year.

APPLICATION PROCESS

Interested candidates should submit a cover letter and resume through our Jobs page. Applications lacking a cover letter or the required experience will not be considered. This is an opportunity to share your background and interest in joining our team. No phone inquiries, please.

Democracy Fund is committed to fostering a diverse workplace, welcoming voices and expertise from individuals across the political spectrum. Our board, staff, advisors, and grantees include a diverse array of political affiliations. Democracy Fund is an Equal Opportunity Employer, encouraging candidates of all ages, colors, ethnic backgrounds, countries of origin, religions, disabilities, genders, sexual orientations, and gender identities to apply.