Executive Assistant to Managing Director - Finance & Business Service

Executive Assistant to the Managing Director Finance & Business Service

As the Executive Assistant to the Managing Director (MD), you will serve as a critical organizational hub for the Finance & Business Services department. This role demands a high-level blend of executive administrative support and foundational financial operations. You will be responsible for maximizing the MD’s efficiency, managing departmental workflows, and supporting essential financial processes ranging from audit preparation to donor tax receipting.

Responsibilities

Executive & Administrative Support

• Strategic Calendar & Email Management: Manage the MD’s complex calendar, schedule meetings, and oversee the MD’s email inbox, prioritizing urgent matters and drafting correspondence on their behalf.
• Workflow Coordination: Utilize Asana to track tasks for the MD, organize departmental workflow calendars, and ensure projects stay on schedule.
• Meeting & Event Logistics: Coordinate planning for FBS retreats and conferences, including agenda creation, material preparation, travel/lodging logistics, and on-site hospitality (space, food, and materials).
• Communications: Act as a liaison between the MD and internal/external stakeholders. Prepare high-quality presentations, documents, and board packets for executive review.

Financial Operations & Documentation

• Record Keeping: Maintain a comprehensive filing system within the accounting software to ensure compliance with records retention policies and easy accessibility for the team.
• Financial Reporting: Format detailed financial reports for executives and board packets, ensuring 100% accuracy and adherence to organizational standards.
• Policy Maintenance: Research and update accounting policies to ensure they remain aligned with industry standards and organizational requirements.
• Audit & Tax Support: Assist with annual audits and tax returns by gathering documentation and providing support to external auditors and tax professionals.

Specialized Departmental Support

• Donor & Tax Management: Manage the creation, distribution, and tracking of tax receipts for donors.
• Treasury Backup: Serve as the secondary staff member for cutting, mailing, logging, and depositing checks to ensure timely financial transactions.
• Expense Compliance: Follow up with staff regarding pending approvals and missing receipts for corporate cards; assist the MD with their own receipt management and reconciliation.
• Staffing & Culture: Support the onboarding of new FBS staff, maintain the departmental Org Chart, and act as the primary client liaison for in-office meetings.

Qualifying for this role means that you have 3-5 of experience supporting C-suite or senior-level executives, preferably within a finance or business services environment. You’re technically proficient by having advanced skills in Asana (or similar project management tools), accounting software, and Microsoft Office Suite (PowerPoint, Excel). You have financial literacy skills including a basic understanding of accounting principles, audit processes, and expense reconciliation. Managing priorities in a fast-paced environment and possessing a keen sense of emotional intelligence is essential.

About Global Impact  

Global Impact serves as a trusted philanthropy advisor, intermediary, and nonprofit partner for greater giving. We offer advisory and infrastructure services that drive strategic philanthropy for our nonprofit, public, and private sector clients. With nearly 70 years of experience, we have raised more than $2.5 billion with our partners for global causes. Global Impact is part of Global Impact Ventures, a family of mission-driven organizations that serve all of philanthropy for a better world.  

Working at Global Impact

 This is a full-time, hybrid position based in our Washington, DC location. This role requires at least 1 day in the office per week and more as needed. Visa sponsorship is not available.  

At Global Impact, we passionately celebrate our culture, values, and community. We are committed to cultivating and nurturing a workplace for all. Global Impact encourages ALL interested candidates to apply for this position.  

The salary range is $90,000 - $105,000, depending on the experience you bring. On top of the competitive salary that we are offering, you’ll receive 16 paid holidays and 25 paid days off. We provide an excellent benefits plan including parental leave, medical, dental, short-term and long-term disability, and a robust 401K program.  

We look forward to hearing from you!