Executive Assistant

American Association of University Professors

Office of the Executive Director

Executive Assistant – Hybrid position based in Washington, D.C.

The American Association of University Professors (AAUP), a fast-growing union of higher education workers, invites applications for an Executive Assistant. AAUP represents academic workers at colleges and universities nationwide. We are uniting and mobilizing faculty, staff, and students in order to advance a transformative vision for higher education. The Executive Assistant will play a key operational role at a pivotal moment in the higher education labor movement.

The Executive Assistant provides high-level administrative support to the AAUP’s Executive Director and elected leaders. Central to the effective functioning of the Executive Director’s office, this role requires exceptional organizational skill, judgment, discretion, and follow-through. Working in close collaboration with the Executive Director, the Executive Assistant will manage priorities, coordinate communications, support governance bodies and processes, and ensure the smooth execution of executive responsibilities. The Executive Assistant also serves as the primary administrative coordinator for the AAUP governing Council and as a key facilitator between the Executive Director, elected leadership, staff, member leaders, outside vendors, and other external stakeholders.

The AAUP is committed to a diverse workforce and strives to achieve a workplace environment respectful of the many cultures of our own employees and the higher education workers we represent, including a significant number of African-American, Asian-American/Pacific Islander, and Latinx employees, as well as LGBTQl-identified employees, and those who have immigrated from various countries. The AAUP values the benefits that diversity brings to the faculty profession and the labor movement. We seek applicants whose experience and perspective will contribute to strong representation of our diverse members.

Duties and Responsibilities

The position will include the following responsibilities:

• Manage the Executive Director’s inbox and communications flow, including triaging email, screening voice mail, flagging time-sensitive and high-priority matters, drafting routine and background responses for review, and ensuring timely follow-up.
• Brief the Executive Director on inquiries, requests, deadlines, and other incoming and upcoming matters requiring decision-making or response.
• Maintain the Executive Director’s calendar and scheduling.
• Manage contract and other document approval workflows.
• Coordinate the Executive Director’s participation in conferences, speaking engagements, and media events.
• Assist with travel arrangements and expense reporting.
• Travel to national Council meetings, conferences, and other events at work sites nationwide.
• Prepare governing Council meeting notices, agendas, and briefing materials.
• Take meeting minutes and track follow-up items.
• Manage confidential and legally sensitive correspondence and documentation.
• Track progress of projects, programs, and initiatives.
• Maintain records, files, policy documentation, and contact lists.
• Engage professionally with internal and external stakeholders, identifying actionable follow-up when appropriate.
• Demonstrated ability to maintain composure, professionalism, and sound judgment in high-pressure or emotionally charged situations, including the ability to clearly summarize, contextualize, and appropriately route communications for executive action.
• Ability to support senior leadership effectively in situations involving heightened urgency, stress, or competing perspectives.
• Support and coordinate special projects and initiatives.
• Provide general administrative support to the Executive Director and Council.
• Other duties as assigned.

Required Qualifications

• Five years of progressively responsible administrative experience.
• Demonstrated ability to manage and prioritize multiple complex projects in a fast-paced environment, exercising sound judgment and working both collaboratively and independently.
• Experience supporting senior executives, elected leadership, and/or governing boards.
• Excellent written and verbal communication skills, with the ability to draft correspondence, prepare briefing materials, format documents, and proofread with exceptional attention to detail.
• High level of professionalism, including the ability to handle sensitive, confidential, and politically nuanced matters.
• Experience operating with discretion and discipline in environments involving democratic decision-making, competing viewpoints, and time-sensitive executive communications.
• Strong interpersonal skills, including experience interacting courteously and constructively with individuals from diverse backgrounds and perspectives, with a strong commitment to racial and gender equity.
• Advanced proficiency with office productivity tools, including the MS Office suite and Zoom.
• Associate degree or equivalent professional experience.
• Flexibility and responsiveness to support an Executive Director and governing Council with demanding schedules, including availability during peak governance periods and major organizational events.
• Ability to travel domestically approximately six times per year for meetings and events.
• Ability to work evening and weekend hours when required for events, travel, or deadlines.

Preferred Qualifications

• Five years of executive support experience in an Executive Assistant or a comparable senior administrative role.
• Experience providing administrative support in a membership-based association, nonprofit organization, or union setting.
• Demonstrated commitment to racial equity and inclusivity.
• Bachelor’s degree.

This job description is not designed or intended to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Activities, duties, and responsibilities may change, or new ones may be assigned during the course of employment.

Compensation

Salary range: $68,422.12 – $95,807.49. AAUP offers a generous benefits package that includes health, dental, and vision insurance; paid sick days; paid vacations days; and 401(K).

Position Classification

This is a regular, full-time, associate position. It is a confidential position that is excluded from the staff bargaining unit. Unless otherwise required by state law, this is an exempt position and is not eligible for overtime pay.

Work Location

This position is located in the DC office with an option for part-time telework.

To Apply

To apply, please submit a cover letter, resume, and include the names and contact information of three references; all application material are required. No phone calls or recruiters please. Review of applications will begin immediately. Full consideration of applications will be given to applications submitted by March 31, 2026. If necessary, applications submitted after March 31, 2026 may be considered on a rolling basis until April 16, 2026.

The AAUP is an equal opportunity employer and does not discriminate on the basis of age, sex, disability, race, color, religion, national origin, marital status, gender identity or expression, sexual orientation, personal appearance, family responsibilities, genetic information, matriculation, political affiliation, homelessness, or other characteristics unrelated to professional performance. (EEO Know Your Rights | Family Medical Leave Act).

Women and minorities are encouraged to apply.

AAUP offers a generous benefits package that includes health, dental, and vision insurance; paid sick days; paid vacations days; and 401(K).