Reporting to the Senior Director of Operations, the Executive Assistant will play a crucial role in managing Victory’s President & CEO’s schedule and facilitating their engagement with internal and external stakeholders as well as provide administrative support for the Chief Operating Officer/Chief Development Officer.
The Executive Assistant will to contribute to organizational objectives by providing strategic management of the President & CEO’s relationships with funders, political leaders, electoral allies and other potential partners. This will require the Executive Assistant to be fully briefed, and prepared to brief the President & CEO, on key Victory contacts (existing and prospective). The Executive Assistant also assists the Chief Operating Officer/Chief Development Officer with administrative support and special projects while also serving as staff liaison to the Boards of Directors.
The ideal candidate has experience staffing an executive, organizational principal or elected official; experience working with boards; be dedicated and driven; be adept at juggling competing demands and remaining poised in difficult situations; and exemplify the utmost discretion and professionalism.
Responsibilities include but are not limited to:
Assistant to the President & CEO
- Field, prioritize and follow through on all inquiries and requests for development events, public appearances and participation in meetings, interviews, press events, etc.
- Attend senior staff meetings as required and take minutes for staff distribution.
- Coordinate travel and prepare detailed itineraries and support documents for the President & CEO and senior staff members.
- Work with the appropriate staff to prepare the President & CEO for all meetings which may include but is not limited to writing memos, internal/external briefings, etc.
- Monitor the President & CEO’s external email account. Prioritize, delegate, follow up and respond to all emails accordingly.
- Manage the President & CEO’s calendar and ensure its accuracy.
- Staff President & CEO at meetings and events, take notes and manage follow up.
- Manage the President & CEO’s external relationships including:
- Personal contacts and correspondence
- External board and commission participation and correspondence
- Assist with special projects and complete other tasks as assigned.
Support the Chief Operating Officer/Chief Development Officer
- Assist the Chief Operating Officer/Chief Development Officer with scheduling, expense reports, and meeting preparation.
- Manage special projects such as annual report mailings and conduct occasional prospect donor research.
- Conduct database related administrative duties such as pulling reports, uploading data, reviewing and updating data for accuracy and integrity and generating online forms.
Boards of Directors (Fund and Institute):
- Serve as the staff liaison to the Board of Directors.
- Plan four board meetings and related board events (logistics, materials, information distribution).
- Assign deadlines to staff when information is needed for meeting presentations or other, general reasons.
- Take and distribute minutes for board meetings.
- Onboard all new board members and maintain and develop board orientation materials.
- Maintain the online board portal.
- Maintain and create board organizational files and records.
- Develop and adhere to an annual board budget.
Qualifications
- Bachelor’s degree from four-year college or university; Plus two years’ experience supporting an organizational executive or elected official; or equivalent combination of education and/or experience.
- Experience communicating and coordinating with VIPs desired.
- Commitment to the organization’s mission and goals .
- Ability to independently anticipate and meet needs of the President & CEO and senior leadership.
- Impeccable follow up and follow through.
- Detail oriented with strong organization and critical thinking skills.
- Strong ability to prioritize requests.
- Strong writing skills.
- Dexterity to work in a fast-paced, campaign-oriented environment.
- Excellent time and project management skills; able to manage multiple priorities simultaneously
- Strong computer skills including:
- MS Office
- EveryAction (CRM) is a plus
- Zoom
Position is based in Washington, DC.
The salary for this position is $60,000 – 65,000. Please include salary requirements in your materials. Full-time staff are eligible for Victory’s comprehensive benefits package including medical, vision, dental, health reimbursement account, medical flexible spending account, life insurance, short- and long-term disability, 401k, parental leave and generous paid time off.
To Apply:
Victory is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or any other characteristic protected by law. Women, minorities, individuals with disabilities and veterans are encouraged to apply. Please send a resume and cover letter, along with salary requirements and how you learned about this opportunity to jobs@victoryfund.org. No phone calls or walk-ins please.