Executive Assistant

$65,000 - $80,000/Yr

Center For Community Investment - Washington, DC

Full-time - Entry Level

Remote - Washington, DC

About the position

The Executive Assistant will provide high-level administrative support to the top executives of the Center for Community Investment (CCI). This role is critical in managing the executives' schedules, coordinating meetings, arranging travel, handling communications, preparing meeting agendas and summaries, and assisting with various administrative tasks to support day-to-day operations. The successful candidate will thrive in a fast-paced environment and will be responsible for engaging in confidential matters, liaising with other departments, and helping with special projects as needed. The ideal candidate will be a smart, flexible, collaborative, organized team player with strong communication skills and a willingness to lean into all areas of our work. They will possess superb interpersonal skills, consistent reliability, a positive attitude, and the ability to anticipate needs as well as adapt and respond thoughtfully to emerging issues. This position requires the ability to work quickly and effectively in a dynamic environment, ensuring that executives can focus on strategic decision-making and business activities.

Responsibilities

• Provide a high level of executive administrative assistance to the senior leadership team, efficiently and proactively anticipating needs while maintaining confidentiality.
• Manage complex schedules and calendars, coordinate appointments, meetings, and events to ensure efficient use of time.
• Manage travel itineraries, including flights, accommodations, ground transportation, and other logistics.
• Manage expense reports and reimbursements, tracking expenses and filing reports in compliance with CCI's policies.
• Handle sensitive and confidential documents; prepare agendas, presentations, contracts, spreadsheets, and other materials as needed, and review/edit drafts for accuracy and alignment with the tone and voice of top executives.
• Work with senior leadership to plan and manage executive and Board meetings as well as special meetings onsite and offsite, confirming location, catering, guests, agendas, materials, activities, etc.
• Take clear, comprehensive notes in meetings; prepare meeting minutes; and follow up on action items.
• Ensure executive contacts are followed up and tracked properly and promptly.
• Manage document flow to ensure version control and proper archiving of finished documents.
• Track action items and key issues to closure with a high degree of integrity and accountability.
• Serve as a member of CCI's retreat planning group and other internal taskforces as needed.
• Identify opportunities to improve workflows, increase efficiency, and enhance the executives' productivity.
• Address urgent matters, make quick decisions, and resolve issues in the absence of executives.
• Contribute to creating and maintaining an organizational culture that is respectful, values learning, and promotes equity and opportunity.
• Provide back-up support to other staff as needed.
• Perform all other duties as assigned.

Requirements

• Bachelor's degree
• Minimum of 5-7 years of experience supporting executive staff
• Demonstrated experience managing multiple schedules and calendars
• Demonstrated experience anticipating needs and solving problems autonomously
• Experience managing office logistics
• Strong commitment to and understanding of CCI's values
• Advanced digital literacy and proficiency in workplace technology including Microsoft Office, and software such as Airbase, Sharepoint, and Salesforce
• Experience creating, formatting, and proofreading administrative reports and Powerpoint presentations
• Excellent organizational skills with the ability to manage complex and highly confidential information, exercising initiative and sound judgment/decision-making with a solution-oriented focus
• Effective analytical and problem-solving ability
• Ability to work well and collaboratively with diverse constituents and interface with employees at all levels of the organization, consultants and faculty, funders, program participants and alumni, and partners
• Effective and professional written and verbal communication skills
• Comfortable working autonomously and reporting to different individuals
• Interest in the big picture with the ability to pay close attention to details
• Excellent time management skills with the ability to manage multiple tasks and tight deadlines in a clear, level-headed manner
• Nimble and flexible, with the ability to turn work around efficiently and effectively within a short period of time where demands are liable to change quickly
• Experience in a fast-paced nonprofit or small office environment is a plus
• Strong interest in personal and professional development; able to give and receive feedback constructively.

Nice-to-haves

• Experience in a fast-paced nonprofit or small office environment is a plus
• Strong interest in personal and professional development; able to give and receive feedback constructively.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance