Executive Administrative Assistant

Executive Assistant

Reports to: Chief of Staff

FLSA Status: Exempt

Location: Washington, D.C.

Position Summary

The Executive Assistant provides high-level administrative and operational support to the President & CEO. This position requires a proactive, detail-oriented professional who excels in organization, communication, and discretion. The Executive Assistant serves as a trusted partner to the CEO—anticipating needs, streamlining operations, coordinating key priorities, and ensuring the efficient flow of information within the organization and across external stakeholders.

The ideal candidate demonstrates sound judgment, professional polish, and the ability to thrive in a fast-paced environment serving a mission-driven national trade association.

Key Responsibilities

• Manage and maintain the President & CEO’s complex calendar, including scheduling meetings, coordinating travel logistics, and prioritizing time-sensitive matters.
• Prepare, process, and reconcile travel and expense reports in compliance with organizational policies.
• Support the planning and execution of internal and external meetings, including Board and committee meetings, member briefings, and industry events.
• Draft and edit correspondence, briefings, and presentations on behalf of the President & CEO.
• Maintain accurate records, contact lists, and files to ensure timely access to information and materials.
• Coordinate with internal staff and external partners to ensure alignment on priorities and deliverables.
• Contribute to office and administrative process improvements that enhance efficiency, communication, and workflow.
• Handle confidential information with the utmost professionalism, integrity, and discretion.
• Perform additional duties and special projects as assigned by the Chief of Staff or President & CEO.

Qualifications

• Bachelor’s degree in business administration, communications, public affairs, or a related field.
• Minimum of 3–5 years of progressively responsible experience providing executive-level administrative support, preferably within an association, nonprofit, or government setting.
• Demonstrated ability to manage multiple priorities with accuracy, timeliness, and professionalism.
• Strong interpersonal and communication skills, with the ability to interact effectively with senior executives, members, and external partners.
• High level of proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfort with digital collaboration tools (e.g., Teams, Zoom, SharePoint).
• Exceptional organizational skills, attention to detail, and problem-solving abilities.
• Proven ability to exercise discretion and maintain confidentiality in all matters.
• Team-oriented mindset with a positive, proactive approach to supporting others.
• Willingness to work occasional evenings or weekends in support of meetings and events.
• Ability to lift up to 25 pounds as needed.

Performance and Success Metrics

Success in this role will be measured by the Executive Assistant’s ability to:

• Enhance Executive Efficiency: Demonstrate strong foresight and judgment in managing the CEO’s schedule, enabling focus on strategic priorities and effective time utilization.
• Deliver Accuracy and Timeliness: Consistently produce error-free work products and meet deadlines for scheduling, communications, and logistical coordination.
• Improve Operational Flow: Contribute to smoother processes, better coordination across teams, and reduced administrative bottlenecks.
• Exhibit Professionalism and Discretion: Maintain the highest standards of confidentiality, integrity, and composure in all interactions.
• Build Trusted Relationships: Earn confidence and respect from internal colleagues, Board members, and external stakeholders through reliability, responsiveness, and professionalism.
• Support Organizational Objectives: Proactively identify opportunities to improve efficiency, organization, and communication within the executive office.