Executive Assistant

FESI is an independent 501(c)(3) nonprofit organization. FESI supports the Department of Energy (DOE) in carrying out its mission to ensure the security and prosperity of the United States by addressing energy and environmental challenges through transformative science and technology solutions. FESI advances collaboration with energy researchers, institutions of higher education, industry, and nonprofit and philanthropic organizations to accelerate the commercialization of energy technologies.

About the Role

FESI is in a rapid startup phase, building its team and launching strategic initiatives. We are seeking a highly organized Executive Administrator. The ideal candidate will have hands-on experience supporting the CEO and the emerging leadership team. You will play a pivotal role in supporting the CEO, facilitating Board of Directors engagement, and managing key organizational experiences that drive Return on Involvement. This dynamic position requires exceptional organizational, communication, and event management skills, with the ability to balance multiple high-level priorities. The Executive Administrator also serves as primary staff liaison to the Governing Board committees and ensures that all full Board meetings are well planned, staffed and efficiently managed.

Responsibilities

Executive Support

• Provide expert administrative management support to the CEO; independently compose and prepare correspondence and email communications; arrange complex and detailed travel plans, itineraries, and agendas; provide documents and resources for travel-related meetings.
• Manage the CEO's calendar with internal and external stakeholders; provide adequate timelines and preparation for immediate and recurring meetings and events; provide meeting agendas, connection/access details, and arrange for refreshments/meals as required.
• Capturing key decisions, action items, and strategic directives from CEO meetings, communications, and initiatives.
• Translating CEO workflows into structured entries within project management tools and CRM platforms, ensuring alignment with organizational priorities.
• Coordinating with relevant departments to ensure tasks derived from CEO workflows are assigned, tracked, and completed.

Board Support

• Provide support to the FESI Board of Directors and Committees; manage assigned Board communication, meeting calendars, agenda items, meeting logistics, special event planning and ensure that all communication is timely and accurate.
• Collaborate with the Board Secretary and legal team to support compliance and recordkeeping requirements.

Return on Involvement

• Execute and manage a variety of special projects; create individual project plans, set timeline expectations, regularly communicate status, and ensure that projects are completed and managed for success.
• Design, coordinate, and execute events and experiences that enhance stakeholder engagement and demonstrate the organization's Return on Involvement.
• Collaborate with internal teams and external vendors to deliver high-quality events, including planning, budgeting, logistics, and post-event evaluation.

Qualifications

• Minimum eight years of similar experience, supporting senior executives with increasing responsibilities, and including leadership and Board/Committee meetings.
• Proven experience successfully handling confidential information as a trusted assistant supporting senior leaders.
• Strong organizational skills that reflect ability to work independently, to prioritize and deliver on multiple tasks seamlessly with excellent attention to detail.
• Excellent communication skills: written, verbal, listening.
• Track record of developing and using processes and procedures that deliver productivity and efficiency.
• Demonstrated proactive approach to think things through, use judgment to problem solve, and deliver quality work within established timelines.
• Proven ability to self-manage under pressure, exhibit energy, flexibility and emotional maturity while preserving professionalism in a full and fast-paced work environment.

Required Skills

• Experience building and scaling operations in a startup phase.
• Office365/Sharepoint, familiarity with project management and CRM tools.
• Event management and event support.

Pay range and compensation package

• Base Salary: $90,000 – $105,000
• Bonus: Up to 10% of base salary tied to strategic goals and milestones.
• When available benefits: Health, dental, and vision insurance; 403(b) retirement plan with employer match; paid time off and holidays; flexible work schedule/hybrid options.

Equal Opportunity Statement

This position is based in Washington, DC, with flexibility for some remote work and in office.