Executive Assistant

Job Title: Executive Assistant

Reports To: Presidents Office

Location: Washington, D.C. (Hybrid/On-Site)

Type: Full-Time, Exempt

About the National Organization for Women (NOW):

The National Organization for Women (NOW) is the largest grassroots feminist organization in the United States. Our purpose is to take action through intersectional grassroots activism to promote feminist ideals and lead societal change. We work to eliminate discrimination and harassment in all sectors of society, secure reproductive rights, end violence against women, promote equality and justice in the workplace, and protect LGBTQIA+ rights, among others.

Position Summary:

The Executive Administrator serves as both the Executive Assistant to the President and the Office Coordinator for the organization. This dual-role position requires exceptional communication, time management, and project management skills. The Executive Administrator must be a self-starter with strong attention to detail and the ability to manage multiple priorities in a fast-paced, mission-driven environment. They will also be responsible for coordinating internal operations and ensuring effective communication across departments and mediums.

Key Responsibilities:

Executive Assistant

• Manage the President’s calendar, travel arrangements, speaking engagements, and all written and phone correspondence, including internal and external communications.
• Draft and edit routine memos, meeting minutes, and official correspondence; manage blog posts and related content.
• Coordinate logistics for guests, travel, online meetings, reimbursement requests, and distribute key information from the National Action Center.
• Attend Board Meeting weekends and record detailed meeting minutes.
• Support the planning and execution of major events, including NOW’s annual conference and summits.
• Facilitate logistics and scheduling for key committees, such as the nominating and election committees, including tracking applications, taking notes, and sharing follow-up materials.
• Manage speaker and honoree logistics, including invitations, confirmation tracking, collecting headshots and bios, and coordinating travel and lodging.
• Deliver regular staff updates, maintain schedules for conference-related duties, and provide onsite staff coordination at events.
• Collaborate with the Event Planner and Production Company on general event facilitation.
• Organize and distribute materials such as informational handouts, promotional flyers, stickers, and other collateral.

Office Coordinator

• Meet regularly with the administrative team—including the President and Program Director—to ensure the smooth and coordinated execution of office management tasks.
• Collaborate with the Program Director to provide onboarding, training, and ongoing support for staff as needed.
• Create agendas and take detailed notes during weekly staff meetings.
• Provide consistent in-office support, including ordering supplies, managing mail and deliveries, assisting with outgoing shipments, and handling other general office management duties.
• Perform data entry and updates within NOW’s CRM/membership database as needed.
• Organize internal staff activities such as retirement celebrations, birthday acknowledgments, and holiday gatherings to foster team morale.
• Review the NOW Administrative Policy Manual to ensure all administrative practices comply with organizational procedures and standards.

Project Coordination

• Assist the Program Director in planning and coordinating logistics for National Action Center (NAC) campaigns and advocacy actions.
• Draft run-of-show documents and prepare membership communications, including emails related to programs, campaigns, and events.

Knowledge and skills required

• 3 years or more of relevant experience
• Excellent oral and written communication skills
• Proficiency in Microsoft Office Suite, particularly Outlook and calendar management
• Strong organizational skills, with the ability to prioritize multiple projects and follow through on all tasks
• Self-motivated and confident in taking initiative, even when faced with unfamiliar responsibilities
• Professional, diplomatic, and courteous in all forms of communication
• Demonstrated commitment to women’s rights, social justice, and intersectional feminism
• Ability to work effectively with individuals of diverse backgrounds, including across lines of age, race, socio-economic status, ability, sexual orientation, gender identity, and more

Work environment/physical requirements

This position is primarily sedentary and performed in an office setting; however, the individual must be able to speak, hear, and write clearly, as well as operate a computer and related software programs. The role occasionally requires lifting or moving items up to 20 pounds. Periodic local and/or national travel is required to support events, board meetings, and other organizational activities.

Pay Range $58,500 - $62,000