Executive Administrative Partner (Executive Assistant) at The Executive Leadership Council (ELC) in Washington, DC, USA

Job description

• We are currently seeking an Executive Administrative Partner (Executive Assistant) to join the Executive Office in our Washington, DC office.
• The Executive Administrative Partner (Executive Assistant) for the Executive Leadership Team (ELT) provides high-quality administrative, logistical, and operational support to the organization's Executive Leadership Team, ensuring the team operates with focus, efficiency, and precision.
• Reporting to the Chief of Staff, this role manages the coordination and execution of essential ELT operations-including complex calendar management, travel arrangements, meeting preparation, expense processing, and document organization. The position also contributes to the preparation of Board and committee materials, cross-departmental presentations, and key internal deliverables.
• This role is central to the smooth functioning of the Executive Office and the day-to-day effectiveness of the Executive Leadership Team. The successful candidate will be highly organized, detail-oriented, and proactive, with excellent judgment and the ability to manage multiple priorities in a dynamic environment.
• While the role is hybrid, the Executive Administrative Partner is expected to maintain in-person availability, which mirrors the ELT's schedule to ensure seamless communication, coordination, and real-time decision-making amongst the ELT as well as within the Executive Office.

Responsibilities

• Provide direct administrative and operational support to members of the Executive Leadership Team as directed by the Chief of Staff.
• Manage multiple complex calendars, coordinating internal and external meetings, resolving scheduling conflicts, and ensuring executives' time aligns with organizational priorities.
• Track and support ELT deliverables, follow-up actions, and recurring reporting requirements to ensure accountability and timely completion.
• Coordinate materials and logistics for recurring ELT meetings, retreats, and strategic sessions.
• Serve as the central liaison between the ELT, the Chief of Staff, and other departments on scheduling, communication, and workflow management.
• Prepare, proofread, and format Board and Board committee meeting decks and related presentation materials in partnership with the Chief of Staff and department leads.
• Collaborate with the Chief of Staff and Director of Board Operations to ensure timely completion, review, and submission of materials for Board and Committee meetings.
• Maintain version control, ensure quality assurance of content and formatting, and coordinate deadlines for ELT contributors.
• Support development of cross-departmental decks and publications, including leadership updates, internal briefings, and annual deliverables (e.g., impact reports or publications).
• Collect, synthesize, and format content from multiple ELT members and departments, ensuring alignment with Executive Office standards for tone, accuracy, and visual presentation.
• Coordinate and manage all domestic and international travel arrangements for the ELT, including flights, hotels, ground transportation, and itineraries.
• Prepare comprehensive travel packets, including meeting agendas, event logistics, and relevant briefing materials.
• Plan and manage logistics for ELT offsites, leadership retreats, and internal events, including venue selection, vendor coordination, catering, and onsite support (as directed by ELT).
• Manage and submit expense reports for ELT members, including reconciliation, coding, and tracking of reimbursements.
• Serve as the point of contact for resolving discrepancies or issues related to expense policies and approvals.
• In collaboration with the Office Manager, coordinate procurement requests, supply orders, and vendor payments as needed for ELT projects and events.
• Prepare agendas, gather materials, and distribute pre-read packets for ELT meetings.
• Attend meetings as requested to record key decisions, notes, and action items.
• Follow up on action items to ensure progress and accountability.
• Draft, proofread, and edit internal communications, memos, and presentation materials for the ELT.
• Maintain the confidentiality of all organizational, personnel, and financial information.
• Maintain accurate digital filing systems for the ELT and Executive Office, ensuring accessibility, confidentiality, and document version control.
• Manage shared drives and archives (e.g., SharePoint, Teams, or OneDrive) to ensure consistent organization and governance.
• Support onboarding and offboarding documentation for ELT members in coordination with HR.
• Work in close collaboration with the Chief of Staff to synchronize administrative workflows with strategic priorities.
• Ensure that all scheduling, materials, and communications reflect the strategic direction set by the CEO and the Executive Leadership Team.
• Provide administrative insight and feedback to support the Chief of Staff's management of the ELT'S operating rhythm.
• Serve as a trusted liaison between the Executive Office, Executive Leadership Team, and internal or external stakeholders, maintaining professionalism and alignment with organizational values.
• Contribute to the achievement of established department goals and objectives and adhere to department policies, procedures, quality standards, and safety standards.
• Maintain current professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing professional networks, and participating in professional associations.
• Ability to work in a fast-paced office environment, demonstrating a flexible approach with short deadlines.
• Promote a culture of high performance and continuous improvement that values learning and a commitment to quality improvement.
• Ability to maintain high project organization, multitask, and a focus on quality of results with attention to detail in a fast-paced environment.
• Create and manage a seamless information sharing workflow within the Executive Office, ELT, and the overall organization.
• Serves as a back-up for office management duties, as necessary.
• Perform other duties as needed.

Requirements

• A Bachelors degree in Business Administration, Management, Non-Profit Leadership or another relevant academic discipline. Master's preferred.
• Minimum of 5+ years of experience supporting C-suite or senior executives, preferably within a large nonprofit, corporate, or a complex organizational environment.
• Proven track record managing multiple executive calendars, travel logistics, and complex scheduling with a high degree of professionalism.
• Experience preparing high-level presentations and Board materials.
• Demonstrated success in administrative operations and expense management.
• Experience partnering with senior leadership, boards, and external stakeholders.
• Demonstrated success in Proactive Ownership such as the anticipation of needs, identifies solutions, and taking initiative.
• Excels at managing multiple priorities with strong attention to detail and follow-through.
• Exceptional written and verbal communication skills; able to prepare polished executive materials
• Maintains confidentiality and demonstrates professionalism in all interactions.
• • Mission Alignment & Awareness: Has a passion for and commitment to opening channels of opportunity for the development of BIPOC professionals to positively impact business and local communities; contributes to the organization by understanding and aligning actions with the organization's goals, core functions, culture, and values.
• • Relationship Building: Develops and maintains internal and external trusting, professional relationships, including using listening and understanding to build rapport; recognizes the business concerns and perspectives of others and works in a manner that is mutually beneficial; consistently communicates and shares information with others; interacts effectively with people of diverse backgrounds; develops a reputation as a neutral, approachable professional within the department, business units and external contacts; establishes external networks with individuals who can be directly beneficial to the achievement of work-related goals.
• • Leadership Identity: A trusted, proactive professional who exemplifies discretion, initiative, and excellence, ensuring the Executive Office operates with clarity, efficiency, and integrity.
• • Planning & Results Orientation: Organizes and executes work to meet organizational goals and objectives while meeting quality standards and following organizational processes; ensures individual performance does not negatively impact the performance of others; recommends additional resources that would improve effectiveness and helps others access required resources; identifies opportunities to improve work processes and efficiency; contributes to setting work priorities and direction; identifies in advance when intended results may not be achieved; takes initiative; is not satisfied with the status quo.
• • Teamwork & Collaboration: Works well cross functionally and with others on the team to achieve personal goals, team goals, and organizational goals; takes responsibility for individual actions in order to achieve consistent results; fosters team camaraderie, collaboration, and cohesion; understands the impact of one's actions on the ability of their team members to do their jobs; respects the differences other team members bring to the table by openly seeking others' opinions; makes suggestions to improve team engagement and effectiveness; supports implementation of team decisions; professionally gives and seeks feedback in order to achieve common goals.
• • Problem Solving & Decision-Making: Identifies problems and uses logical analysis to find information, understand causes, and evaluate and select best possible courses of action; seeks information and input to fully understand the cause of problems; takes action to remove obstacles and address problems before they impact performance and results; initiates the evaluation of possible solutions to problems; assesses risks before making a decision; does not take unnecessary risks; effectively navigates through ambiguity, using multiple data points to analyze issues and identify trends.
• • Creativity & Innovation: Thinks beyond the confines of traditional models to recognize opportunities and find new and better ways of doing things; questions common practice and contributes to improvement of processes and outputs; proposes novel ideas; utilizes appropriate brainstorming techniques to generate ideas; researches current thinking and shares ideas; explores different alternatives that would achieve a similar output, with the goal of achieving process simplification or efficiencies.
• • Resilience & Managing Uncertainty: Adjusts thinking and behavior in order to adapt to changes in the job and work environment with limited stress; is able to work effectively in an unstructured environment; actively promotes and advocates the advantages of changes when new and credible information emerges; acknowledges uncertainty and shares constructive coping strategies with team members.
• • Communication & Interpersonal Effectiveness: Effectively and appropriately interacts and communicates with others to build positive, constructive, professional relationships; tailors communication style and messages based on the audience; seeks to understand others' points of view, observes verbal and non-verbal cues to encourage open and honest discussions; uses clear, precise, and error-free language; invites and encourages others to participate in discussions; identifies and helps to resolve interpersonal conflict between team members; does not jump to conclusions or act on assumptions.
• • Customer Focus: Identifies, considers, prioritizes, and takes action on the needs of both internal and external customers; uses knowledge about the customer to inform decision making and problem solving; strives to provide additional value to the customer experience; actively solicits internal and customer feedback in order to improve the relationship; suggests ways to improve the customer experience.
• • Technology: Proficient with Microsoft productivity suite such as Outlook, Teams, SharePoint, productivity tools (e.g., Zoom, Concur, Asana, Slack, CRM systems) as well as other functional software relevant to area of responsibility.

Skills

Required

• Mission Alignment & Awareness
• Relationship Building
• Leadership Identity
• Planning & Results Orientation
• Teamwork & Collaboration
• Problem Solving & Decision-Making
• Creativity & Innovation
• Resilience & Managing Uncertainty
• Customer Focus
• Microsoft Outlook
• Microsoft Teams
• Microsoft SharePoint