Executive Assistant

About the Organization

The National Center for Family Philanthropy (NCFP) is a nationwide nonprofit dedicated to aiding leaders and organizations in enhancing their operational effectiveness and amplifying their impact on critical social matters. It offers practical resources, structured learning, and networking opportunities to help decision-makers tackle challenges, develop strategies, and efficiently execute their missions.

Position Summary

The Executive Assistant (EA) role is essential for fostering the efficiency and effectiveness of the executive office. Primarily supporting the Chief Executive Officer (CEO), the EA collaborates with a compact executive leadership team to coordinate priorities, manage information flow, and oversee administrative functions. This position entails handling a complex schedule, preparing leaders for meetings, supporting communication processes, and maintaining seamless daily operations with discretion and foresight in a fast-paced environment.

Primary Responsibilities

• Oversee and prioritize the CEO's calendar ensuring it aligns with strategic goals and preemptively identify scheduling conflicts.
• Act as the executive office’s main contact point, managing incoming communications and ensuring prompt, thoughtful replies.
• Develop briefing materials and guarantee thorough preparation of the CEO for meetings and events.
• Monitor action items and follow-ups to sustain accountability across the executive team.
• Keep accurate meeting notes and records consistent with organizational systems.
• Arrange travel and related logistics for executive engagements.
• Assist with planning and logistics for board and leadership meetings.
• Handle expense report submissions and reconciliations following organizational policies.
• Provide supplementary support to senior leadership including scheduling and administrative coordination as needed.

Candidate Profile

The ideal candidate is extremely organized, detail-focused, and exercises discretion and sound judgment in all interactions. They are proactive and adaptable, capable of anticipating demands, managing multiple priorities, and maintaining professionalism. Strong communication and relationship-building skills are essential, alongside the ability to accurately represent senior leadership.

Qualifications

• At least 7 years’ experience supporting executives at a high level.
• Nonprofit and board experience is preferred but not mandatory.
• Proven expertise managing complex scheduling and competing priorities.
• Excellent organizational capabilities, attention to detail, and follow-through.
• Confidentiality and discretion handling sensitive information.
• Exceptional verbal and written communication skills.
• Strong interpersonal skills for effective teamwork across stakeholders.
• Experience with CRM software, Salesforce preferred but not required.
• Advanced use of Microsoft Outlook and familiarity with Microsoft 365 applications.
• Comfortable working in a fast-changing, evolving setting.
• Ability to manage ambiguity while employing good judgment.
• Collaborative approach and readiness to assist with various organizational projects.

Work Environment & Expectations

Staff based in the Washington, DC area work in a hybrid model requiring at least two days per week onsite, specifically Tuesdays. The role requires flexibility to be onsite with the CEO for external meetings and involves about four annual travel occasions to support events. Occasional work outside regular hours may be necessary for executive support during travel or peak periods. This is not an on-call position.

Compensation and Benefits

• Salary range from $97,000 to $106,000 annually.
• Flexible vacation policy, 3 weeks of paid sick and safe leave, 12 paid holidays annually, plus two one-week office closures in July and December.
• Full employer-covered premiums for employee medical, dental, and vision insurance; substantial subsidies for dependent coverage.
• Leave options for new parents.
• Long-term and short-term disability insurance and life insurance provided.
• Support for professional development.
• Employer retirement contributions of 5%.

Equal Employment Opportunity

The organization is committed to diversity and inclusion, providing equal opportunity to all applicants regardless of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, or any other protected status.