2224 – EXECUTIVE ASSISTANT, OFFICE OF THE COO

Location: Washington, District of Columbia, United States

Full-time

The National Endowment for Democracy (NED), a federally funded, private, nonprofit grantmaking organization that works to support freedom around the world, seeks a talented, self-starting organizer and communicator to provide executive level support to the new Chief Operating Officer. The position is based in Washington, D.C.

Position Summary:

The Executive Assistant to the COO will expand NED leadership’s capacity and effectiveness at advancing the NED mission of supporting freedom around the world at a time of growth and change for the organization and urgency for its mission globally. The Executive Assistant will be a vital member of the operations teams, ensuring that workflows are efficient, and the operations team is doing all it can to enable the work of the larger NED team.

The Executive Assistant must be a professional with exceptional organizational and interpersonal skills, a keen ability to communicate effectively, and capable of balancing and executing on multiple priorities at once. The Executive Assistant will manage the COO’s schedule, contacts, and correspondence, and represent the COO to external and internal stakeholders on scheduling, meeting preparation, and other key matters. The Executive Assistant will also play an essential role supporting the COO’s priorities, helping to ensure follow up, and supporting the NED’s operations, including establishing processes to ensure efficiencies.

The successful candidate will thrive in a fast-paced, results-oriented, mission-driven international environment. The candidate must be collegial, mature, reliable, organized, discreet, and effective.

Responsibilities:

Manage the COO’s schedule, coordinating externally with key stakeholders and internally across the organization so that meetings reflect leadership priorities, are well-prepared, include the right participants and documents, and are timely. Track short- and long-term calendar priorities and requests. Task out and help prepare required briefing materials.

• Support the COO’s participation in NED board meetings and provide other board-related support including helping to prepare presentations along with arranging meeting logistics and communication with NED board members to ensure an efficient conduct of business.
• Plan and organize the COO’s travel when necessary, including ensuring the COO is prepared with briefing material as needed.
• Provide operational, logistical, administrative, and substantive support for the COO’s participation in events and activities, working closely with the relevant team members within the organization and other external stakeholders as needed.
• Manage multiple processes and projects, supporting the COO’s workflow, tracking commitments and deliverables, managing deadlines, and ensuring accountability.
• Serve as the COO’s liaison for internal and external offices on all matters regarding scheduling and other matters as needed. Act independently as needed, exercising judgment to anticipate needs and to solve problems.
• Draft, edit, and proofread internal and external correspondence and other written communication.
• Maintain contacts database and ensure routine and timely outreach to agreed stakeholders.
• Improve workflow and office efficiency by developing new and eliminating inefficient procedures and systems for the COO’s interaction with the institution.
• Assist the COO with special projects and initiatives, including helping to launch new efforts, ensure follow through and implementation of priority initiatives.
• Support the COO to remain connected to and to communicate with staff, including assisting in routine communications and ensuring the President is cultivating NED culture and talent; help produce organization-wide town halls and organize regular interaction with new and existing staff.
• Submit credit card and expense reports accurately and on time.

Qualifications:

• Knowledge/Experience:

• Bachelor’s degree in a relevant field.

• Demonstrated mission-orientation and support for NED mission.

• 4+ years of relevant work experience work with or supporting senior leaders and managing office processes.

• Digitally savvy and comfortable with technology; competence on a PC with word processing software, PowerPoint, Zoom and basic database skills.

• Mastery of critical executive office operations, calendar and e-mail management, scheduling, and support to organizational decision-making.

• Demonstrated ability in program management with exceptional attention to detail and ability to handle sensitive material, exercise discretion, work in a fast-paced environment and on multiple projects simultaneously.

• Other Qualifications:

• Familiarity working at non-profit organizations, campaigns, or in government

• Familiarity working on or with teams focused on operations and logistics is a plus.

• Willingness and ability to work on late evenings or weekends, as necessary, and some travel, domestic and international.

• Authorized to work in the United States.

• Competencies:

• Ability to edit and to write quickly and clearly.

• Strong time management and organizational skills.

• Ability to work independently; ability to effectively delegate, coordinate, and motivate across seniority levels.

• Professional presence, including effectively interfacing with political leaders and frontline activists.

• Positive, flexible, problem solving, get-it-done attitude.

To Apply:

Applications must include a cover letter, resume, desired salary, and contact information for three professional references, one of which must be a supervisor. Please, no phone calls. For more information, please visit our website at www.ned.org or [email protected].

The NED is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, nondisqualifying physical or mental disability, national origin, veteran status, or any other legally protected characteristics covered by applicable law. The NED is committed to working with and providing reasonable accommodation for all qualified individuals and bases all employment decisions on qualifications, merit, and business need. The NED believes that diversity and inclusion amongst our team members are critical to our success as an organization operating globally and seek to recruit, develop, and retain the most talented people from a diverse candidate pool.