Executive Assistant & Multi-Entity Scheduling Coordinator - Washington, D.C. (Hybrid; remote considered in the US)

About the Role

We are seeking a highly organized, proactive Executive Assistant & Multi-Entity Scheduling Coordinator to support senior leadership and coordinate executive scheduling across multiple teams. This role blends high-level executive support with complex calendar management in a fast-paced, multi-entity environment.

You will play a critical role in keeping leadership aligned, prepared, and moving forward.

Position Summary

Executive Support for Hopewell Executive Team (50%)

• Manage leadership calendars, prioritize requests, and resolve conflicts
• Ensure meetings are prepared with agendas and materials in advance
• Track action items, deadlines, and leadership priorities
• Draft, edit, and format presentations, reports, and complex documents
• Coordinate travel and logistics
• Process contracts, expenses, invoices, and maintain organized systems
• Support special projects as needed

Multi-Entity Scheduling & Coordination (50%)

• Lead complex scheduling for leadership teams and stakeholders, often across multiple entities
• Coordinate recurring meetings and leadership touchpoints
• Ensure consistency in meeting practices and follow-up
• Prepare and distribute materials in advance
• Develop meeting notes, track outcomes, and next steps
• Improve scheduling systems and workflows
• Collaborate with other fund executive assistants and operations staff

Qualifications

• 3–5 years supporting senior executives or leadership teams
• Exceptional organization, attention to detail, and follow-through
• Strong written and verbal communication skills
• Sound judgment and ability to handle confidential information
• Ability to manage multiple priorities in a fast-paced environment
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, SharePoint), Google Suite, Apple and PC systems.
• Experience working with diverse stakeholders

Preferred:

• Nonprofit or mission-driven experience
• Familiarity with Salesforce and AI
• Commitment to equity and inclusive workplace practices

Comprehensive benefits package that includes 100% employer-paid health, dental, and vision insurance for employees (and their families). Employees are able to enroll in 401K retirement plan and are eligible for a 3% automatic contribution and up to a 3% employer match on 401K contributions. Employees are also eligible for pre-tax transportation benefits. Employers will receive 160 hours of paid vacation time, 80 hours of health leave, up to 2 days of casual leave, and 20 hours of volunteer leave annually. Employees will also receive 13 paid holidays throughout the calendar year. Employees are eligible for 12 weeks of paid family and medical leave after 90 days of employment.

Strong written and verbal communication skills