Executive Assistant

Purpose: To provide administrative and other support to the Chairperson and the Grants Management Team. This position reports to the Chairperson.

Key Responsibilities:

• Coordinate executive communications, including taking calls, responding to emails, and interfacing with clients.
• Manage and maintain professional and personal scheduling, including agendas, mail, email, phone calls.
• Keep the Chair advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Work directly with the Chair to support all aspects of her daily work routine.
• Work with the Chair on Board communications, Board meeting preparation and

Facilitation.

• Record Board meeting minutes.
• Maintain confidential and sensitive information.
• Sort and distribute incoming mail and paperwork.
• Maintain an organized filing system of paper and electronic documents.
• Type and design general correspondence, letters, memos, charts, tables, etc.
• Serve as liaison to outside vendors, as appropriate, including consultants, catering and others.
• Provide scheduling and logistical support for meetings and other events, including set-up and break-down.
• Arrange travel and accommodation as requested.
• Process invitations: respond to invitations and process any payment required. Obtain additional information as requested.
• Process checks requests and invoices.
• Provide back-up coverage for answering the main phone line.
• Assist the Grants Manager with projects as assigned.
• Assist the Grants Manager in maintaining the accuracy and integrity of the database, and projects.
• Verify grantee IRS tax identification numbers and status for monthly grant payments and quarterly Board meetings
• Develop and run Grants database queries and reports as requested by Foundation staff.
• Work with assigned staff to perform data entry and coding of proposals for the three deadlines each year. Notify applicants if the proposal requires additional information or is incomplete according to Foundation guidelines.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments, consultants, or Executives as needed.
• Develop and run Grants database queries and reports as requested by Foundation staff.
• Work with assigned staff to perform data entry and coding of proposals for the three deadlines each year. Notify applicants if the proposal requires additional information or is incomplete according to Foundation guidelines.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments, consultants, or Executives as needed.

Qualifications:

• Combination of bachelor’s degree and a minimum of 5 years’ experience in an Executive Assistant role for a Senior Executive, preferably in a not-for-profit environment.
• Great proficiency in use of Microsoft Office Suite (Word, Excel, PowerPoint, etc.) and MAC computer software.
• Must be detail-oriented, able to meet deadlines, manage multiple tasks, and have superb writing and editing skills.
• Ability to take dictation and transcribe notes.
• Must have excellent time management and organizational skills; diplomacy and discretion; critical thinking skills, flexibility, and judgment.
• Must have the ability to work both independently and as a team player.
• Must have strong interpersonal skills with the ability to communicate effectively with all levels of the Foundation and the public.

Excellent benefits include: medical HMO, POS, PPO, dental and vision coverage (85% employer paid) for employee coverage; 10% employer contribution to employee retirement plan (1st qtr following 6months of employment); life insurance, Short-Term and Long-Term disability insurances (100% employer paid), 2-weeks vacation, (3-weeks after 2 years of employment), 12 days sick leave, paid parking or transit assistance.

This position reports to our Washington DC office Monday-Friday from 9:00 am– 5:00 pm.