Economic Security Project: Executive Assistant

LOCATION

SALARY

COMPANY

DEPARTMENT

EMPLOYMENT TYPE

JOB DESCRIPTION

Job Summary

The Executive Assistant will be responsible for managing all aspects of administrative support for the President as well as the Executive Director of Economic Security Project, including calendar management, travel arrangements, expense reimbursements, and other executive functions. In addition, this role will include preparing the President for public events, meetings, and speaking engagements by providing briefing materials, preparing talking points, and conducting pre-event research to ensure that the President is equipped with insights into the attendees and event goals. The ideal candidate is a skilled communicator with a background supporting leaders in the political or social impact sector and possesses the strategic awareness to ensure each engagement is meaningful and aligned with our organization’s goals.

Responsibilities

Administrative & Executive Support - 50%

• Scheduling and Calendar Management: Coordinate and prioritize the calendars of the President as well as the Executive Director, scheduling meetings, appointments, and travel to ensure efficient time management.

• Travel Arrangements: Book flights, hotels, and ground transportation; create detailed itineraries; and ensure the preferences of the President and Executive Director are accommodated.

• Expense Management: Track, report, and reconcile expenses for the President as well as the Executive Director, including managing reimbursements for travel, meals, and other business expenses.

• Document Management: Organize and maintain files, ensuring easy access to important documents like briefings, talking points, and agendas.

Research, Planning & Preparation for Events & Meetings - 25%

• Strategic Event Planning: Help prioritize events for the President based on the organization’s goals, offering insights on the most impactful engagements.

• Liaison with Event Organizers: Communicate with event planners to clarify agendas, understand the audience composition, and ensure strategic alignment for the President’s participation.

• Event Briefing: Prepare the President for events by researching attendees, funders, and key individuals, understanding their backgrounds, interests, and areas of influence.

• Talking Points and Briefing Materials: Develop and edit talking points, summaries, and briefing documents in partnership with Communications to help the President engage effectively.

• Stakeholder Analysis: Research and analyze stakeholders, political figures, or key decision-makers to ensure the President is well-informed; coordinate with development to prep President for donor meetings.

Communication and Coordination - 25%

• Internal and External Communication: Act as a point of contact for key stakeholders and maintain relationships with other political offices, funders, and organizational partners for the President and Executive Director.

• Request Management: Screen and prioritize incoming calls, emails, and requests, handling minor requests independently and ensuring only the most critical reach the President.

• Email and Correspondence: Draft and manage emails, letters, and other communications on behalf of the President, ensuring they reflect the President’s tone and message.

• Meeting Management: Prepare agendas for meetings when requested, take notes, and handle follow-up actions to ensure meeting goals are achieved and responsibilities are tracked.

Experience and Qualifications

• Proven experience supporting high-level executives, ideally within political or nonprofit sectors, with a demonstrated ability to handle complex scheduling, travel arrangements, and expense management.

• Expertise in coordinating and managing busy executive calendars, prioritizing engagements, and ensuring optimal time management for high-stakes meetings and events.

• Strong background in managing and reconciling expenses, processing reimbursements, and maintaining organized and accessible filing systems for key documents, briefings, and agendas.

• Experience in planning and prioritizing executive engagements, with insights on leveraging events and meetings for maximum impact. Background in liaising with event organizers to clarify objectives, agendas, and event logistics.

• Skilled in researching stakeholders, donors, and key figures, and synthesizing information to prepare comprehensive briefing materials and talking points that align with the executive's strategic goals.

• Familiarity with the political landscape, including experience preparing legislative or policy summaries to keep the executive well-informed on issues relevant to their mission.

• Proven ability to serve as a primary contact for high-level stakeholders, handling communications with diplomacy and maintaining strong relationships across political offices, funding organizations, and partner institutions.

• Skilled at drafting emails, correspondence, and talking points that reflect the executive’s voice, with excellent attention to detail and tone.

• Capable of managing incoming communication, exercising discretion to prioritize critical matters, and supporting meeting needs through agenda preparation, note-taking, and tracking follow-up actions to ensure accountability.

Preferred Attributes & Skills

• Experience supporting a leader with a political or advocacy focus is highly preferred, bringing a strong understanding of the demands and sensitivities in a politically active environment.

• Comfortable adapting quickly to changing priorities, managing urgent tasks, and handling confidential information with the utmost discretion.

• Degree in Political Science, Communications, Public Policy, or a related field is preferred but not required.