Nonprofit

Executive Assistant to the President’s Office

Hybrid
Work must be performed in or near Washington, DC
New
|
Published 7 days ago

Details at a Glance

Time Commitment
Full Time Schedule
Education
4-Year Degree Required
Experience Level
Intermediate
Salary
USD $67,000 - $74,000 / year

Description

DEFENDERS OF WILDLIFE

POSITION DESCRIPTION

JOB TITLE: Executive Assistant to the President’s Office

CLASSIFICATION: Professional 3

SALARY: $67,000 - $74,000

FLSA:  Exempt

DEPARTMENT:  President’s Office

LOCATION:  Headquarters, Washington, DC

REPORTS TO:  Chief of Staff

NUMBER OF DIRECT AND INDIRECT REPORT(S): 0

LAST REVISED:  March 2024

   

POSITION SUMMARY

The Executive Assistant to the President’s Office is responsible for providing high-level administrative support to the president & CEO, Board of Directors and chief of staff (COS) and managing logistical support for the President’s Office. This dynamic position requires the ability to anticipate needs, think critically and proactively offer solutions to address problems with a high level of professionalism and discretion. The Executive Assistant must have the ability to manage multiple priorities, attention to detail and exceptional verbal and written communication skills to engage with a cross-section of internal and external stakeholders with collegiality and responsiveness.

 ESSENTIAL DUTIES AND RESPONSIBILITIES

General Administrative support:

  • Proactively manage the president & CEO’s calendar, including scheduling, prioritizing appointments and coordinating all internal and external meetings. Optimize the president’s office schedule to create more time for strategic initiatives by efficiently managing conflicting priorities, minimizing time conflicts and notifying participants.
  • Provide logistical support for meetings, events, interviews, appointments, travel arrangements and other similar activities for the president & CEO and COS. Coordinate conference rooms for President’s Office meetings and arrange AV and technical support prior to each meeting to ensure the meeting runs efficiently.
  • Prioritize and respond to all correspondence(emails, phone calls and voicemail) on behalf of the president & CEO and COS with professionalism and confidentiality. Track incoming and outgoing correspondence, alert responsible parties to execute on required follow-up and maintain records of communications. Serve as first-line point of contact for the president & CEO and COS.
  • Design, produce and proofread documents, reports and presentations to support the president & CEO and COS with an eye toward accuracy, clarity and attention to detail. Collect and prepare information for internal and external meetings.
  • Monitor and track the President’s Office and Board of Directors’ annual budgets to ensure accurate expenditure of funds. Ensure the accuracy and timely preparation and submission of check requests, expense reports and invoices.
  • Maintain physical and electronic historical and institutional files for the President’s Office. Organize and maintain confidential and sensitive information, documents, and files, ensuring easy accessibility and efficient retrieval.
  • Monitor deadlines and follow up on action items, ensuring timely completion of tasks and facilitating effective decision-making.
  • Conduct research, gather data and prepare reports and presentations to support the leader's decision-making process. Perform other special projects as needed.
  • Anticipate and resolve administrative problems and inquiries; recommend efficiencies and best practices where practicable.

Administrative support to the Board of Directors:

  • Ensure thorough and high-level administrative support for the Board of Directors including, but not limited to, scheduling meetings, drafting agendas for full board and committee meetings, preparing and distributing meeting materials as needed.
  • Provide operational support for the Board of Directors, including scheduling, note taking, updating membership lists and contact information, documenting key correspondence and updating biographies.
  • Coordinate meeting arrangements for Board of Directors, including travel arrangements, hotel accommodations, meeting rooms, board dinners and reimbursement of business-related expenses paid by individual board members.
  • Draft and distribute minutes for Board and Executive Committee meetings.
  • Develop and maintain strong tracking mechanisms to ensure accuracy and integrity of Board records, including contact information, Board books, meeting minutes, annual compliance forms, resolutions lists, election terms and committee information, etc. in the Board portal.
  • Respond to requests from the Board as needed.
  • Perform all other related duties as assigned.

 QUALIFICATIONS

Education: Bachelor’s (B.A./B.S.) degree or equivalent

Experience: 6 years of relevant experience

An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.

Knowledge, Skills, Abilities for All Defenders

https://defenders.org/knowledge-skills-and-abilities

Knowledge, Skills, Abilities for Professional 3

Administrative

  • Ability to accurately maintain electronic and physical records.
  • Anticipate and meet the needs of internal and/or external stakeholders delivering excellent service.

Communication

  • Ability to clearly and accurately communicate with internal and external stakeholders.
  • Ability to articulate complex ideas clearly, accurately and concisely
  • Ability to convey effective messages to broad and diverse constituencies
  • Ability and willingness to effectively represent Defenders’ interests in external environments
  • Ability to exert influence and build consensus with internal and external stakeholders

Critical Thinking

  • Ability to handle sensitive and confidential matters with discretion
  • Strong research and data analysis skills, including ability to gather and synthesize information from multiple sources to produce high quality work products in a consistent, efficient, accurate, and timely manner
  • Creative problem-solving and troubleshooting skills with willingness to experiment and innovate new methods.
  • Facilitate and promote the integration of diversity, equity and inclusion strategies into Defenders’ work
  • Ability to independently exercise appropriate judgment in response to complex and/or fluid environments
  • Strategic thinker with the ability to take high-level strategy and translate into relatable points and action steps.

Project Management

  • Ability to work well under pressure and tight deadlines while balancing competing assignments
  • Ability to remain flexible and adaptable to shifting priorities while remaining responsive to urgent requests
  • Ability to take ownership of a project or process and to use problem solving skills to resolve issues
  • Ability to manage deadlines on multiple cross-functional projects in a dynamic environment
  • Demonstrated ability in managing competing interests on complex issues
  • Ability to independently initiate project and initiative ideas; managing projects and initiatives through to completion

Coalition and Community Engagement (if applicable)

  • Strong interpersonal skills and ability to form effective working relationships with diverse constituencies including federal/state agencies; elected officials and their staff; Defenders’ members and donors; private landowners; hunters and anglers; community leaders; religious, scientific, and academic communities; and /or the general public.
  • Ability to lead diverse stakeholders in collaborative activities, to anticipate policy issues impacting wildlife and make recommendations within Defenders, other organizations, and coalitions.
  • Networking skills to engage with leaders in the conservation community, federal and state agencies, NGOs, and other organizations.

Knowledge, Skills, Abilities for Executive Assistant to the President’s Office

None

PHYSICAL ACTIVITIES, ENVIRONMENTAL CONDITIONS, PHYSICAL DEMANDS

Physical Activities

Check all that apply

Frequency

(N)Never, (O)Occasionally or (C)Constantly

  • Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like: N
  • Moving self in different positions to accomplish tasks in various environments including tight and confined spaces: N
  • Remaining in a stationary position, often standing or sitting for prolonged periods: C
  • Moving about to accomplish tasks or moving from one worksite to another: O
  • Adjusting or moving objects up to 20 pounds in all directions: O
  • Communicating with others to exchange information: C
  • Repeating motions that may include the wrists, hands and/or fingers: C
  • Operating machinery and/or power tools: N
  • Operating motor vehicles or heavy equipment: N
  • Assessing the accuracy, neatness and thoroughness of the work assigned: O

 

Environmental Conditions

Check all that apply

Frequency

(N)Never, (O)Occasionally or (C)Constantly

  • Low temperatures: N
  • High temperatures: N
  • Outdoor elements such as precipitation and wind: N
  • Noisy environments: O
  • Hazardous condition: N
  • Poor ventilation: N
  • Small and/or enclosed spaces: N
  • No adverse environmental conditions expected: C

 

Physical Demands

Check only one

  • Sedentary work that primarily involves sitting/standing: X
  • Light work that includes moving objects up to 20 pounds.
  • Medium work that includes moving objects up to 50 pounds.
  • Heavy work that includes moving objects up to 100 pounds or more.


Visit www.defenders.org to apply.

 

All employees are required to satisfactorily perform the essential duties and responsibilities of their positions. The essential duties and responsibilities listed above are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Defenders of Wildlife requires employees who engage in in-person work activities, including business travel or onsite work, to be fully vaccinated against COVID-19. An applicant (i) who is disabled or pregnant or who has a qualifying medical condition that contraindicates a COVID-19 vaccination or (ii) who objects to being vaccinated on the basis of a sincerely held religious belief, observance or practice may request an exemption from this vaccination policy. This determination will be made on a case-by-case basis and in accordance with applicable law. Any medical information concerning an applicant's disability will be treated as a confidential medical record in compliance with applicable federal, state and local laws.

Defenders of Wildlife provides equal employment opportunity to all qualified individuals without regard to their race, color, creed, religion, sex national origin, ethnicity, age, physical or mental disability, veteran status, sexual orientation, gender identity or expression, marital status, personal appearance, family/parental status, matriculation, political affiliation, genetic information, or any other legally protected characteristic in all personnel actions.

 

Please be advised this position is non union-eligible.

 

DEFENDERS OF WILDLIFE

POSITION DESCRIPTION

JOB TITLE: Executive Assistant to the President’s Office

CLASSIFICATION: Professional 3

SALARY: $67,000 - $74,000

FLSA:  Exempt

DEPARTMENT:  President’s Office

LOCATION:  Headquarters, Washington, DC…

Benefits

Medical, Vison, Dental, Short & Long Tern Disability, Pension, Transportation. 

Medical, Vison, Dental, Short & Long Tern Disability, Pension, Transportation. 

Location

Hybrid
Work must be performed in or near Washington, DC
1130 17th St NW, Washington, DC 20036, USA

How to Apply

Please be advised this position is non union-eligible.

Please be advised this position is non union-eligible.

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