Executive Assistant, Program Leadership

Title: Executive Assistant, Program Leadership

Reports To: Vice President, Program Strategy, Learning and Impact

Location: US Home Office (Remote)

Status: Full-Time, Exempt

Salary Range*: $60,000 - $65,000 (IC2/B3)

Start Date: Immediate

Facing History & Ourselves is a global education non-profit organization that challenges teachers and students to use lessons of history to stand up to racism, antisemitism, and other forms of bigotry and hate.

We are seeking an Executive Assistant to provide high level and direct administrative support to the VP, Program Strategy, Learning and Impact and the Program Leadership team.

You will provide direct support (50%) to the Vice President and will frequently represent her and the organization as a whole through verbal and written communication with a variety of stakeholders. You will also provide administrative support to the Sr. Program Leadership team (25%) as well as org-wide Program events (25%.)

This role will work collaboratively with other national program and cross-functional admin staff.This is an excellent and exciting opportunity to learn about a non-profit from a high level perspective!

Who you are: You may be in the early stages of your career, but have solid work experience through internships and other work opportunities. You are an organized, calm, proactive, dedicated, intuitive, thoughtful, and detail oriented individual. You are solutions-oriented and excel at juggling competing priorities. You feel successful when others around you are successful, too. You are technology-confident, communicative and collaborative; you bring tact, diplomacy, and persistence to the workplace. Managing the calendar and priorities of the VP will require you to anticipate her needs and build relationships with others across the organization, while appropriately negotiating, prioritizing, and supporting the needs of the Program team.

You will manage a full stream of communications coming both in and out of the VP’s office, and will play a crucial role in building administrative processes while sustaining strong partnerships and collaborations throughout the organization and the broader community. You are proficient at taking notes and minutes, culling action items from meetings and following up on those items. You bring a positive, can-do attitude, a passion for learning and growth, and a desire to help build community within the team and the organization.

Who We Are: The Program Team is collaborative, supportive and flexible. We are focused on passionate educators who care deeply about students and teachers. Innovative and entrepreneurial, we constantly look for better ways to reach more teachers in ways that meet their needs and drive student impact. We prioritize building a team that represents the communities we serve. We work closely together and depend on clear communication, commitment to each other as a team, and a positive work environment.

Specific responsibilities include:

Executive Admin Support for the Vice President (50%):

Executive Operations: Support VP prioritization and balance of needs by providing high level of operations support

• Manages inboxes, filters requests, and elevates only the most critical issues to the VP
• Manages calendars, invites, meetings, and other scheduling based on priorities and needs
• Coordinates end-to-end planning of travel, including all logistics and expense reconciliation
• Monitors budgets and tracking expenses against those budgets

Strategic Liaison: Functions as a high-level confidential partner to the VP, synthesizing complex information and managing executive voice to serve as an independent delegate in critical interactions with a kind, professional and timely approach with internal and external stakeholders:

• Conducts research, prepares briefing materials, sets agendas/objectives, and gathers information on the VP’s behalf
• At designated meetings, provides technical support (Zoom, ClickUp, etc) and takes critical meeting minutes, deciphering important information for follow up and next steps
• Drafts follow up communications tracks action items, and ensures key deliverables are met

Knowledge Management: Builds and utilizes systems to create focus, documentation, and cohesion for CDO

• Builds the structural backbone of the VP’s office, from task execution to process design, ensuring that the organization’s mission is supported by robust digital workflows, clear documentation, and seamless stakeholder communication.
• Designs and maintains projects using specified technology and/or tracks data through digital systems.
• Develops, documents, and implements Standard Operating Procedures (SOPs) that institutionalize knowledge and streamline daily operations.

Logistics & Events Support (25%)

• Provide logistical, administrative and programmatic support and coordination for Program events, including venue research, communication, presentations and other materials related to program events, such as regional leadership convenings, program leadership and content and editorial meetings.
• Provide travel, lodging, logistical and expense support for program staff as needed.

Provide Administrative & Operational Support to Sr. Program Leadership Team (25%):

• Provide logistical, administrative, and programmatic support for the senior program leadership team, including scheduling, calendar management, note taking, record management, research, and monthly expense processing
• Provide cross functional support across content, program delivery, staff development, program ops, evaluation and assist with research, synthesis, and document creation to support program presentations

Essential Skills and Qualities:

Facing History understands that restrictive job requirements may exclude historically marginalized groups from applying to jobs for which they are qualified. We take an equitable and holistic screening approach. If you feel you have demonstrated experience and expertise relevant to perform this role, please don’t hesitate to apply!

• Minimum of 2+ years of progressive administrative and office support experience.
• Experience in project coordination in a fast-paced nonprofit context desired
• Passionate about developing processes and systems and contributing to an operations and program management practice that is empathetic, inclusive, and relationship-driven.
• Ability to work and motivate independently, prioritize, and creatively problem-solve; ability to manage multiple assignments in a busy, fluid setting. When you hit roadblocks you know when to ask for help, but you can also make recommendations and suggest solutions independently.
• Excellent computer skills, including experience with Google Suite, Microsoft Office, and Salesforce preferred.
• Excellent writing and editing skills.
• Effective and flexible communication skills as well as excellent organizational skills.
• Interest in Facing History & Ourselves’ mission and familiarity with education and non-profit settings.
• Demonstrated ability to be proactive and curious. You ask questions, you Google things you don’t know and are eager to learn, you learn from your colleagues.
• Demonstrated attention to detail, and time management skills.
• Disciplined self-starter and independent work committed to iterative and continual improvement.

Benefits Summary: In addition to meaningful and rewarding work, Facing History provides an excellent and competitive compensation and benefits package including medical with a fully employer-sponsored health reimbursement account (HRA), dental, vision, life & AD&D, long-term & short-term disability insurance, 403(b) retirement plan with a discretionary organizational contribution, generous paid time off, an employee assistance program, travel assistance plan, pre-tax commuter spending accounts, flexible spending accounts, voluntary Colonial Life group plans, robust wellness programs through aHealthyMe, an employee discounted marketplace through BenefitHub, weekly virtual yoga and meditation, 403(b) advisement, and a friendly work environment.

Facing History values a diverse workforce and an inclusive culture. We encourage applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction, or any other characteristic protected by applicable law. We are an Equal Employment Opportunity Employer.

Our Commitment to Inclusion. Our strength as an organization is directly tied to the diversity of our staff, leadership, educators, students, scholars, and volunteers. We strongly encourage each member of our community to be intentional and self-reflective in their attitudes toward others. This intentionality not only makes for a safer, happier, and more vibrant workplace, but it reflects the ethical framework of the content we produce for teachers and students. Our continued dedication to an inclusive work environment includes facilitating group learning journeys throughout the year and making space for optional employee resource groups. Together we show grace and support to ourselves and our colleagues so that we can all contribute in ways which are meaningful and rewarding.

Remote-first/Hybrid Work Model (US Home Based): Facing History & Ourselves operates in a remote-first/hybrid work model, allowing staff flexibility in both schedules and work locations. This particular position is home-based. Some travel is required.

*We strive to offer competitive salaries commensurate with experience in a similar position. New hires are typically brought into the organization at a salary range between the minimum and midpoint depending on experience and in alignment with internal parity.

Benefits Summary: In addition to meaningful and rewarding work, Facing History provides an excellent and competitive compensation and benefits package including medical with a fully employer-sponsored health reimbursement account (HRA), dental, vision, life & AD&D, long-term & short-term disability insurance, 403(b) retirement plan with a discretionary organizational contribution, generous paid time off, an employee assistance program, travel assistance plan, pre-tax commuter spending accounts, flexible spending accounts, voluntary Colonial Life group plans, robust wellness programs through aHealthyMe, an employee discounted marketplace through BenefitHub, weekly virtual yoga and meditation, 403(b) advisement, and a friendly work environment.

Facing History values a diverse workforce and an inclusive culture. We encourage applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction, or any other characteristic protected by applicable law. We are an Equal Employment Opportunity Employer.

Our Commitment to Inclusion. Our strength as an organization is directly tied to the diversity of our staff, leadership, educators, students, scholars, and volunteers. We strongly encourage each member of our community to be intentional and self-reflective in their attitudes toward others. This intentionality not only makes for a safer, happier, and more vibrant workplace, but it reflects the ethical framework of the content we produce for teachers and students. Our continued dedication to an inclusive work environment includes facilitating group learning journeys throughout the year and making space for optional employee resource groups. Together we show grace and support to ourselves and our colleagues so that we can all contribute in ways which are meaningful and rewarding.

Remote-first/Hybrid Work Model (US Home Based): Facing History & Ourselves operates in a remote-first/hybrid work model, allowing staff flexibility in both schedules and work locations. This particular position is home-based. Some travel is required.

*We strive to offer competitive salaries commensurate with experience in a similar position. New hires are typically brought into the organization at a salary range between the minimum and midpoint depending on experience and in alignment with internal parity.