Executive Assistant​/Office Manager

Washington, D.C., District of Columbia, United States
$ 90,000. (US Dollar)

About the role:

This position provides comprehensive administrative and operational support to the CEO, ensuring seamless coordination of executive activities and office functions. Therole involves managing high-level meetings, handling sensitive projects, and overseeing office logistics. Success in this position requires exceptional organizational skills, discretion, and the ability to interact effectively with senior stakeholders.

Key Responsibilities

• Serve as the primary point of contact between the CEO and board members, internal teams, and external partners.
• Manage complex scheduling, including domestic and international travel arrangements.
• Organize and execute meetings for governing bodies and committees, ensuring all logistics from agendas to seating plans are handled professionally.
• Prepare and format presentations, reports, and meeting materials.
• Maintain accurate records of board membership and manage access to secure online resources.
• Facilitate virtual and in-person meetings, including sending invitations and managing participant lists.

Special Assignments

• Conduct research and prepare detailed reports for confidential projects.
• Coordinate executive-level recruitment processes, including candidate screening and interview scheduling.
• Collaborate with finance leadership to support administrative aspects of financial Operations.

Office Management

• Maintain inventory of office and kitchen supplies, ensuring readiness for meetings and events.
• Organize on-site gatherings, staff lunches, and social activities, including vendor coordination and post-event cleanup.
• Act as liaison with building management and oversee maintenance contracts.
• Manage expense reporting and vendor invoicing, including corporate credit card reconciliation.
• Handle procurement of gifts for staff milestones and special occasions.

Qualifications

• Minimum of 7 years supporting senior executives in a corporate or association environment.
• Proven ability to plan and execute high-profile meetings and events.
• Advanced proficiency in Microsoft Office Suite (especially PowerPoint); familiarity with virtual meeting platforms.
• Strong written and verbal communication skills with meticulous attention to detail.
• Ability to prioritize multiple tasks, adapt to changing circumstances, and act decisively when needed.
• High level of discretion and professionalism when handling confidential information.
• Strong organizational and time-management abilities.
• Willingness to travel as required, including occasional international trips.

Technical Tools

• Microsoft Office Suite, Adobe Creative Suite, and virtual collaboration platforms (Teams, Zoom, etc.).
• Knowledge of event management tools is a plus.

Physical & Work Environment Requirements

• Ability to operate standard office equipment and lift up to 25 pounds.
• Must be able to travel for conferences and industry events as needed.
• Occasional in-office presence required on remote workdays if requested.