Job Description

Job Title: Executive Assistant and Office Coordinator

Location: Washington, D.C. (In-Person Monday-Thursday, Fridays are remote)

This is a temporary position and we are looking for someone with flexibility to start a position quickly.

We are partnering with a nonprofit, nonpartisan research institution dedicated to strengthening prosperity and human welfare through expert analysis and practical policy solutions.

Position Summary

We are seeking a highly organized and personable Executive Assistant and Office Coordinator to support 3 different Vice Presidents and ensure the smooth daily operations of the Washington, D.C. office. This hybrid role combines high-level executive support with hands-on office coordination and general administrative responsibilities across the organization.

Key Responsibilities

Executive Support

• Manage the EVP’s calendar and scheduling, including coordinating internal and external meetings.
• Support EVP’s workflow by anticipating needs and preparing materials.
• Draft or edit correspondence and assist with follow-up on key projects.
• Assist other senior leaders as needed.

Office Coordination

• Serve as the first point of contact for visitors and maintain a welcoming office environment.
• Oversee office logistics, including ordering supplies, managing vendor relationships, and addressing facilities needs.
• Provide support for hybrid and in-person meetings, including light technology setup and troubleshooting.

Administrative Support

• Coordinate internal scheduling for team meetings, interviews, and events.
• Assist in preparing materials for board meetings and other high-level engagements.
• Support HR and finance teams with administrative tasks, such as expense reporting and onboarding logistics.
• Maintain shared drives, digital filing systems, and project tracking tools.

Qualifications

• At minimum 5+ years of experience in administrative, executive support, or office management roles. Ideally looking for around 10 years of experience.
• Exceptional organizational skills and attention to detail.
• Strong interpersonal and communication skills; able to interact professionally with staff, board members, and external partners.
• Proficiency with productivity tools such as Microsoft Office, Google Workspace, and Zoom; comfort learning new systems.
• Demonstrated ability to maintain confidentiality and exercise discretion.
• A proactive, helpful attitude and the ability to thrive in a collaborative, mission-driven environment.

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