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Senior Executive Assistant to the President
2 months ago
The National Democratic Institute is a nonprofit, nonpartisan organization dedicated to enhancing and reinforcing democratic institutions globally through citizen engagement, transparency, and accountability in governance.
About the Role
The Executive Assistant to the President plays a pivotal role in facilitating the effectiveness of the President of the National Democratic Institute. As a large and intricate global organization, the president's responsibilities encompass significant in-person interactions with both internal and external stakeholders, frequent public engagements, and extensive travel. The Executive Assistant delivers essential administrative, logistical, and communication support to the president, which includes managing schedules, travel arrangements, expense reporting, correspondence, briefings, guest management, and coordination of the president's engagements, both internal and external, along with other tasks as required. This position will primarily be office-based, with limited flexibility for remote work not exceeding one day per week on average.
Your Purpose and Impact
- Collaborate closely with the president to optimize her schedule according to her priorities:
- Oversee the president's calendar;
- Organize appointments, meetings, and events, ensuring all logistical details are addressed and relevant information is communicated to the president promptly;
- Confirm participant availability and prepare necessary materials for the president and others in the requested format and timeline;
- Keep the president on track by providing timely reminders and adjusting schedules as necessary;
- Manage the president's communications effectively:
- Maintain and utilize the president's contacts database;
- Serve as the primary point of contact for the president with individuals both inside and outside the organization;
- Handle communications as directed by the president, including directing inquiries to appropriate colleagues, initiating or responding to communications on the president's behalf, or drafting correspondence for the president;
- Compile invitations and meeting requests, prioritizing and responding based on the president's guidance.
- Coordinate the president's travel arrangements:
- Collaborate with relevant program staff on scheduling and itineraries;
- Arrange travel for the president in accordance with organizational policies;
- Work with teams to prepare and deliver necessary materials for travel, including logistics, background information, briefing documents, and other items.
- Welcome the president's visitors, facilitating access and providing refreshments as needed;
- Prepare and process the president's expense reports, invoices, and payments;
- Maintain the Office of the President's filing systems, both digital and physical;
- Complete forms, filing, and other administrative tasks;
- Draft documents and correspondence, take meeting notes, and manage other writing needs as directed;
- Perform additional duties as assigned.
Education:
- A bachelor's degree is not mandatory if all qualifications and knowledge, skills, and abilities (KSAs) are demonstrated/documented.
- Five years of relevant professional experience;
- Experience in an executive office as an assistant or providing close support to a high-level executive;
- Proficiency in basic office software platforms, preferably including Google Suite;
- Exceptional organizational skills, particularly in time management, record-keeping, and information sharing in a collaborative environment;
- Clear, concise, and professional written and verbal communication skills;
- Proven success in a collaborative work setting;
- Ability to prioritize, solve problems, and exercise judgment in line with guidance from the president and other senior executives;
- Consistent commitment to confidentiality and discretion;
- Service-oriented mindset: flexibility, creativity, and responsiveness to meet the president's priorities and needs;
- Familiarity with office collaboration and productivity tools such as shared documents, group chats, and various virtual meeting platforms;
- Ability to balance digital communication tools with telephone and in-person engagement to maximize efficient use of time;
- Capability to demonstrate professional norms appropriate for engagement with high-level domestic and international contacts, including diplomatic protocol;
- Proactive in taking initiative, anticipating needs, and escalating situations appropriately.
We provide an environment that promotes diversity, equity, inclusion, and belonging as fundamental aspects of our culture. We strive to empower individuals, as these values are central to our mission and impact. We believe that diverse perspectives help us address the complex challenges we face globally.
Our comprehensive benefits package includes health, dental, vision coverage, a generous paid time off policy, flexible work schedules, and a 10% employer contribution to retirement plans.
This position offers a competitive salary range.
Successful candidates must be legally eligible to work in the U.S. and must reside in the relevant areas or relocate prior to starting employment.
NDI is an equal opportunity employer, making employment decisions without regard to race, religion, color, sex, national origin, age, disability, veteran status, or any other basis protected by law. We encourage individuals with disabilities to apply.
If you require reasonable accommodation during the application or hiring process, please notify the Human Resources department.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
