Executive Assisitant

About the Position

Grounded Solutions Network seeks a highly skilled, professional, and proactive Executive Assistant to provide comprehensive support to the C-Suite, including the Chief Executive Officer (CEO), Chief Programs Officer (CPO), and Chief Operating Officer (COO). The Executive Assistant serves as a trusted partner to senior leadership — managing complex calendars, coordinating internal and external communications, facilitating Board and stakeholder engagement, and overseeing special projects that advance organizational goals.

This position is ideal for a seasoned administrative professional who thrives in a dynamic, mission-driven environment and is adept at managing complexity, anticipating needs, and ensuring seamless coordination across multiple executives and departments. The successful candidate will demonstrate sound judgment, exceptional organizational skills, and a commitment to excellence, discretion, and confidentiality.

Key Responsibilities

Administrative Support (50%)

• Provide direct administrative and support to the CEO, CPO, and COO.
• Manage complex calendars, coordinate cross-departmental meetings, and ensure alignment of executive schedules and priorities.
• Prepare briefings, presentations, correspondence, and reports for internal and external audiences.
• Maintain clean, complete, and up-to-date electronic files.
• Coordinate travel logistics, itineraries, and expense reconciliations for C-suite executives.
• Maintain a broad understanding of organizational activities and priorities and proactively anticipate needs to ensure leadership effectiveness.
• Serve as a liaison between the Executive Office and staff, ensuring timely follow-up and communication on critical initiatives.

Board and Governance Support (25%)

• Provide logistical and administrative support for the Board of Directors, including scheduling meetings, preparing and distributing meeting materials, supporting online and in-person meeting logistics, preparing meeting minutes, and maintaining records.
• Partner with the CEO and Board Chair to coordinate governance-related activities and ensure timely communication with Board members.
• Support Board committees and task forces as needed, including scheduling, logistics, coordination, and documentation.
• Maintain confidentiality and professionalism in all interactions with Board members and stakeholders.

1. Fundraising and External Relations (10%)

• Support the C-suite in external relations, fundraising, and partnership development activities.
• Coordinate meetings, briefings, and follow-ups with key funders, donors, and partners.
• Track interactions and progress in Salesforce, ensuring accurate documentation and proactive communication.
• Assist in the preparation and review of donor materials, correspondence, and presentations.

Events, Special Projects and Other (15%)

• Manage logistics of internal events such as quarterly Executive Leadership Team retreats and an annual Board retreat.
• Lead or assist with high-priority projects on behalf of the C-suite, including research, logistics, and coordination.
• Create and maintain systems for tracking requests, workflows, and deliverables across executives and teams.
• Collaborate with staff, consultants, and external partners on initiatives that advance the organization’s strategic goals.
• Support DC office management and activities.
• Contribute to orgorganizational events, internal communications, and team culture-building efforts.

Qualifications for Entry into this Position

Knowledge, skills and abilities

• 5+ years of progressively responsible experience providing high-level administrative support to senior executives, preferably in a nonprofit, foundation, or mission-driven organization.
• Proven experience supporting and liaising with Board members and senior leadership, including preparing materials, coordinating meetings, and managing communications with discretion.
• Exceptional organizational and written and verbal communication skills, with careful attention to detail and accuracy.
• Demonstrated ability to manage competing priorities in a fast-paced environment with professionalism and poise.
• Strong relationship management skills with the ability to communicate effectively across diverse teams and stakeholders.
• Commitment to social, racial, and economic justice and to the mission of Grounded Solutions Network.
• Proficiency in Microsoft Office Suite, Zoom, project management systems (Asana preferred), and CRM/database systems (Salesforce preferred).
• High level of discretion, sound judgment, and ability to handle sensitive and confidential information.
• Demonstrated ability to work independently, anticipate needs, and problem-solve proactively.

Travel Required

Approximately 2-4 trips per year of domestic out-of-state travel, as needed, to attend conferences and company meetings.

Competitive, comprehensive benefits package including health, dental, matching 401k, and paid time off. Supportive, stimulating, and collaborative environment with passionate colleagues dedicated to building community, equity, and justice. Opportunities for professional growth and development.