Executive Administrative Assistant

About the role:

The Executive Administrative Assistant will support the Equity, Culture, and Talent Department in ensuring department-wide programs and initiatives are up-to-date, efficient, and properly followed, with specific support to the administrative needs of the COO and VP of ECT. This role will support the ECT department, COO, and VP with ongoing administrative tasks, ensuring continuity and seamless administration of programming within the department as well as adhoc requests.

The incumbent of this position will have a keen eye for detail, be extremely organized, and display initiative. They will come to the position with experience, or a demonstrated ability, to create and implement systems to build efficiencies and review processes with an eye toward improvement and development. Because the Department is one that supports staff within the organization, to allow staff to be seen, heard, and have a sense of belonging, this position requires strong interpersonal skills, a customer service approach, and an ability to communicate effectively and work with collaboration and transparency. 

Location: Hybrid in Washington, DC

Reports to: Vice President of Equity, Culture, and Talent

This Position Is: Full Time, Non-Exempt, Non-Union

Salary: $55,000 - $85,000

Responsibilities:

• Support updates to the organization-wide procurement process by organizing contracts, monitoring end dates, maintaining vendor lists, and creating/managing SOPs, with a focus on transparency, accountability, and operational excellence;
• Partner with the Senior Compliance and Payroll  Specialist to regularly audit Department shared folders, ensuring personnel files, SOPs, and required documentation—particularly for bargaining unit employees—are accurate and up to date, reflecting compliance, equity, and attention to detail;
• Review, sort, and distribute incoming physical mail to ensure timely routing of confidential and sensitive documents to the appropriate departments;
• Support executives with meeting preparation, including outlines, presentation creation, and project management of action items;
• Support tracking of organization-wide compliance requirements, such as annual employee policy acknowledgements,, promoting accountability, transparency, and adherence to organizational standards;
• Project Manage the state charitable registration process to ensure 100% compliance;
• Support the performance management process by inputting hired and departing staff information in Trakstar, ensuring staff complete their comments/evaluations in Trakstar for Mid-year discussions and Annual Reviews, conducting regular audits to ensure information is current and employees are assigned to appropriate processes;
• In collaboration with the Senior Compliance and Payroll Specialist conduct regular updates to, and audits of, employee databases, to include ADP and Employee Navigator;
• In collaboration with the Receptionist, create and maintain a list of Department invoices with the code and C3/C4 splits for ease of invoice submission;
• Support recurring meetings with materials creation and updated (i.e Weekly Report, Department meeting agendas, etc);
• Create and maintain a Department invoice tracking system, using Monday.com, and collaborate with the Receptionist to ensure invoices are stored correctly; serve as backup to Receptionist for processing invoices;
• Maintain a list of current bargaining unit members, update as appropriate with new members, and track timely payments of union dues;
• Support the General Counsel & COO and Senior Director of Talent in managing strategic labor management relations deliberations;
• Support the receptionist with maintaining the Department’s Intranet page by ensuring all entries are current and relevant, and conduct quarterly reviews to ensure that outdated documents are not accessible to staff; 
• Serves as a backup to the Receptionist in the administrative approvals and troubleshooting with the Envoy visitor/mailing system;
• In collaboration with the Senior Director of Talent and the Director of Equity and Culture, respond to queries with standard replies related to position openings and internship programs that are regularly received on the general information email;
• Support finalizing and administering organization-wide policies; 
• Maintain tracking of mandatory training for staff and facilitate necessary follow-up;
• Coordinate ECT office hours, including sending calendar invitations, when needed.
• Perform additional duties as assigned, consistent with the role, while demonstrating adaptability, collaboration, and alignment with organizational priorities and values.

Qualifications:

• 3–4 years of experience supporting the administration of infrastructure programs and executive operations, demonstrating a commitment to operational excellence, accountability, and high-quality support;
• Demonstrated ability to create and maintain systems that promote organization, efficiency, and follow-through, contributing to clarity, consistency, and effective workflows;
• Demonstrated ability to meet deadlines and handle multiple projects simultaneously;
• Strong interpersonal skills;
• Demonstrated customer service–oriented approach to supporting staff, ensuring a people-centered, responsive, and solutions-focused experience;
• Demonstrated ability to communicate effectively, both orally, in writing and through visual mediums;
• Proven ability to work collaboratively and with transparency;
• Experience with, or the ability to learn, Google Suite and Microsoft Office;
• Keen attention to detail and accuracy in preparing written documents, reflecting precision, integrity, and a commitment to excellence;
• Strong emotional intelligence and ability to work with Senior Leadership and  Executives;
• Demonstrated commitment to, and passion for, the mission of the organization;
• Demonstrated desire to work in, and contribute to, an organization that values diversity, equity, and inclusion;
• High cultural competency, with the ability to engage effectively across diverse backgrounds and perspectives, fostering an inclusive and respectful workplace environment;
• Proven ability to maintain confidentiality;
• Deep commitment in supporting the professional development and well-being of staff, contributing to a healthy, inclusive, and values-driven workplace culture.

OPTIONAL: Nice-to-haves (or excited-to-learns):

• Experience with ADP and Employee Navigator;
• Experience with Monday.com;
• Adept use of visual presentation tools (Canva, Google Slides and Powerpoint);
• Experience working with executives;
• Knowledge or experience with state charitable registration process.