Executive Assistant to the CEO

Title: Executive Assistant to the CEO

Organization: LGBTQ+ Victory Fund and LGBTQ+ Victory Institute

Location: Washington, DC

Reports to: Chief of Staff

Summary

For over three decades, LGBTQ+ Victory Fund and LGBTQ+ Victory Institute have helped to train, place, and elect thousands of openly LGBTQ+ public officials at every level of government. Our leaders have been catalysts for expanding legal rights for LGBTQ+ people across the country, and they have transformed our nation’s policies and shifted our political landscape towards equality, one election at a time. Today, over 1200 LGBTQ+ Americans are serving in elected office due to the work of Victory. Victory’s work continues as LGBTQ+ people are severely underrepresented in all levels of government – serving in only 0.23% of all elected offices in the United States.

Reporting to the Chief of Staff, the Executive Assistant will play a crucial role in managing Victory’s President & CEO’s schedule and facilitating their engagement with internal and external stakeholders as well as providing administrative support in general office operations.

The Executive Assistant will to contribute to organizational objectives by providing strategic management of the President & CEO’s relationships with funders, political leaders, electoral allies and other potential partners. This will require the Executive Assistant to be fully briefed, and prepared to brief the President & CEO, on key Victory contacts (existing and prospective). The Executive Assistant will oversee office management and assist with special projects as assigned.

The ideal candidate has experience staffing an executive, organizational principal or elected official, be adept at juggling competing demands and remaining poised in high stakes situations, and exemplify the utmost discretion and professionalism.

General Responsibilities

Executive Office Support

• Manage the President & CEO’s time and ensure precise accuracy of their calendar.
• Serve as the primary point of contact for the CEO, managing inquiries and prioritizing requests including but not limited to development events, public appearances and participation in meetings, interviews, press events, etc.
  • Lead on preparation of meeting materials.
• Staff President & CEO at meetings and events as needed, take notes and manage follow up.
  • Attend senior staff meetings as required, take minutes for staff distribution.
• Coordinate travel and prepare detailed itineraries and support documents for the President & CEO and senior staff members.
• Work with the appropriate staff to prepare the President & CEO for all meetings which may include but is not limited to writing memos, internal/external briefings, etc.
• Monitor the President & CEO’s external email account. Prioritize, delegate, follow up and respond to all emails accordingly.
• Prepare the President & CEO’s bi-weekly timecard and process PTO as needed.
• Manage the President & CEO’s expense reporting using Ramp.
• Manage the organization-wide Victory Office calendar.
• Assist with special projects and complete other tasks as assigned.

Office Operations

• Support general office operations including supply ordering, vendor coordination, and maintaining a professional and organized workspace.
• Serve as point of contact for office-related inquiries and ensure smooth day-to-day functioning of the Victory office.
• Process a minimal number of incoming and outgoing checks, ensuring proper documentation and coordination with the finance team.
• Assist with onboarding logistics for new staff including workspace setup, technology coordination, and orientation scheduling.
• Maintain and update internal contact lists, organizational documents, and shared resources.
• Provide administrative support for internal meetings, retreats, and staff events.

Qualifications

• Bachelor’s degree from four-year college or university; Plus two years’ experience supporting an organizational executive or elected official; or equivalent combination of education and/or experience.
• Experience communicating and coordinating with VIPs desired.
• Commitment to the organization’s mission and goals.
• Ability to independently anticipate and meet needs of the President & CEO and senior leadership.
• Impeccable follow up and follow through.
• Detail oriented with strong organization and critical thinking skills.
• Strong ability to prioritize requests.
• Strong writing skills.
• Dexterity to work in a fast-paced, campaign-oriented environment.
• Excellent time and project management skills; able to manage multiple priorities simultaneously
• Strong computer skills including:
  • MS Office
  • EveryAction (CRM) is a plus
  • Zoom

The salary for this position is $60,000 – 70,000. Full-time staff are eligible for Victory’s comprehensive benefits package including medical, vision, dental, health reimbursement account, medical flexible spending account, life insurance, short- and long-term disability, 401k, parental leave and generous paid time off.

This position is based in Washington, DC. Availability outside of normal business hours is frequently required.