Executive Assistant (DC Based)

Position overview

 

The Executive Assistant will manage the day-to-day business activities of the CEO, including providing strategic management of the CEO’s busy and complex schedule, coordinating meetings with internal and external contacts, preparing and tracking the CEO’s expenses and arranging complex travel. The role is a pivotal support position, as the Executive Assistant is a key liaison among staff members and between the CEO and external partners, which include funders, policy makers, reporters, theologians and thought leaders.

 

Additionally, the Executive Assistant will:

  • Support other members of the Faith in Public Life leadership team with ad hoc administrative needs;

  • Support day-to-day operations of the office; and

  • Contribute to and lead special projects across various areas of the organization

 

In all of these roles, the Executive Assistant will need to demonstrate the ability to handle confidential information with discretion and use significant amounts of independent judgment. This is a full-time, exempt position located in Washington, DC, reporting to the Chief of Staff.

 

About Faith in Public Life and Faith in Public Action Fund

Faith in Public Life (FPL) and Faith in Public Life Action (our sister 501c4 organization) are a national network of nearly 50,000 clergy and faith leaders united in the prophetic pursuit of justice and the common good. With staff in four states and growing, we work closely with our members to take strategic moral action that shapes policy both locally and nationally. We believe that faith leaders have unique moral power to influence public debates and build more just and equitable communities.

 

Key Responsibilities:

Executive Support (60%)

 

  • Organize and coordinate the CEO’s daily calendar—scheduling all appointments, coordinating logistics for speaking engagements and handling special event invitations on behalf of the CEO.

  • Proactively consider needs related to calendar, travel and speaking engagements.

  • Manage and arrange travel for CEO.

  • Help to manage the CEO’s inbox, setting priority folder’s etc.

  • In conjunction with the Communications department, help to coordinate the CEO’s social media.

  • Track CEO’s expenses and submit expense reports for reimbursement and billing, matching all receipts to credit card invoices, coding, and tracking down missing receipts.

  • Write individualized correspondence and other documents as requested by the CEO.

  • Support the CEO as needed in preparing for speaking engagements or other internal or external meetings conducting research and other similar tasks.

  • Receive and triage incoming written communications to appropriate staff and facilitate response or action to be carried through by CEO as needed.

  • Manage organizational communication, scheduling and logistics for key internal events such as board meetings, staff meetings, and Senior Leadership Team (SLT) meetings.

  • As appropriate, provide administrative support to other Senior Leadership Team members in terms of managing meeting logistics, making travel arrangements and coordinating schedules.

  • Other administrative duties as needed.

 

Office Management (15%)

  • Scan/forward all invoices weekly received via mail and route to the appropriate account

  • Monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from staff.

  • In partnership with the Administrative Manager and Chief of Staff, continually look for ways to evolve and improve operational efficiency of systems and processes impacting staff and office operations.

  • Serve as the receptionist, directing calls, arranging for guests, signing for packages, opening mail and other receptionist duties as they arise.

  • Maintain and update office phone list, email distribution lists, and other similar systems.

  • Maintain responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean and functional.

 

Fundraising Support (10%)

  • Ongoing fundraising database entry.

  • Assist in greater donor engagement efforts.

  • Assist with foundation tracking and reporting for grants.

  • Assist with donor acknowledgement and tax letters.

  • Help draft proposals, create boilerplate content.

  • Support CEO in all fundraising record keeping.

  • Responsible for final processing of grant agreements, including signatures and scanning.

 

Other Support (15%)

  • Provide event support and planning, including retreats, meetings, staff events. This includes logistical research and planning, day-of support, and invoice/billing management.

  • Support other functional areas and members of the organization’s leadership team with special projects as needed. May include projects in HR, Development, Finance or Programs.

 

Qualifications

 

  • Understanding of, and interest in, theology, the interplay between faith, politics and the media and desire to support the progressive faith community.

  • High EQ, including a high level of discretion and professionalism, executing and exhibiting good judgment.

  • Commitment to Faith in Public Life’s culture of equity and inclusion.

  • Excellent verbal communications and interpersonal skills.

  • Ability to be both assertive and diplomatic-- able to organize principles for meetings and nail down dates and details.

  • Strong commitment to the mission and goals of the organization. Aware of and able to navigate diverse cultural backgrounds.

  • High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize own work on multiple projects.

  • A self-starter with a high degree of energy and careful attention to detail. Strong sense of initiative and a process-improvement mindset.

  • Highly flexible, creative problem solver, with a strong ability to multi-task.

  • Excellent oral and written communication skills, with the ability to write effectively, efficiently and professionally.

  • Superb organizational and time-management skills.

  • Experience with event planning and execution.

  • Excellent computer skills; comfortable in Google Suite and Microsoft Suite.

  • A minimum of 1-2 years’ experience in an administrative support role.

  • Undergraduate degree or equivalent experience.

 

To Apply

Please send a resume and cover letter hire@faithinpubliclife.org with “EXECUTIVE ASSISTANT” in the subject line. No phone calls, please.

 

Faith in Public Life is an Equal Opportunity Employer. We welcome and encourage candidates of all ages, colors, ethnic backgrounds, countries of origin, religions, disability status, genders, sexual orientations, and/or gender identities to apply.

CONTACT US

PO Box #33668

Washington, DC 20033

Copyright © 2018 Faith in Public Life
info@faithinpubliclife.org