Executive Assistant

Description

Note: This is a limited posting. This posting will be closed on Friday, June 13, 2025.

The Executive Assistant provides high-level administrative support to the CEO, President, and Board of Directors of the League of Women Voters, ensuring the efficient and effective operation of the Executive Administration office. Key responsibilities include calendar and schedule management, travel coordination, correspondence, logistical support, and implementing systems to improve overall workflow and productivity. The EA is a strategic partner to the CEO, helping prepare for meetings and advance organizational priorities. The role requires a proactive, results-driven mindset, exceptional organizational skills, keen attention to detail, and the ability to anticipate needs, manage complex projects, and juggle multiple priorities in a fast-paced environment.

This position is hybrid with a primary work location in Washington D.C.

ESSENTIAL RESPONSIBILITIES
Administrative Support to the CEO (60%)

• Strategically manage the CEO’s calendar, including scheduling, prioritizing commitments, proactively resolving conflicts, and ensuring effective time management.

• Track follow-up items and deliverables on behalf of CEO.

• Prepare and organize notes and materials (e.g., background details, briefings, reports, presentations) to support efficient meetings and informed decision-making.

• Coordinate with internal teams to prepare communications such as talking points, speeches, and statements.

• Arrange travel (e.g., transportation, lodging), prepare detailed travel itineraries, and process expense reports in accordance with LWV policies.

• Screen calls, manage public inboxes, and respond to inquiries (e.g., speaking requests) using discretion and guidance from the CEO.

• Provide general administrative support and assist with special projects and research as needed.

Board of Directors Support (25%)

· Collaborate with the Chief of Staff to ensure effective and compliant board operations.

· Develop and communicate timelines, checklists, and processes to support a smooth and consistent annual board cycle.

· Coordinate board and committee meetings, including scheduling, logistics, materials preparation, catering, and follow-up. 

       o Assist in preparing board reports and presentations.

       o Capture and share minutes.

       o Distribute agendas, meeting materials, minutes, and related documents.

       o Support leadership in tracking and monitoring action items from board meetings, ensuring that follow-up is completed in a timely manner.

· Schedule League-related meetings on behalf of the Board President.

· Maintain accurate and up-to-date board records, including member contact information, terms, attendance, and required paperwork.

· Support logistics for board member onboarding and offboarding, ensuring smooth transitions for new and departing board members.

· Arrange League-related travel (e.g., transportation, lodging) on behalf of board members and process expense reports in accordance with LWV policies.

This position is hybrid with a primary work location in Washington DC.

Internal and External Meetings & Communication (15%)

• Schedule, coordinate, and support internal meetings (e.g., monthly all-staff) and external meetings (e.g., state leaders/EDs calls, coalition meetings) as assigned, including managing logistics, building and sharing slide decks/materials, capturing meeting notes, and follow-up. 

• Draft and edit internal and external correspondence and memos on behalf of the Executive Administration team, researching as needed. 

• Create or assist in developing informational materials, including case studies, presentations, and project updates as assigned. 

• Liaise with supporters, coalitions, partners, and community stakeholders, including coordinating meetings and engagement efforts.

• Assist in planning and executing special events on behalf of the Executive Administration team, as assigned. 

• Provide project management support for periodic national meetings and events.

• Serve as a resource for other teams and support office administration as needed.

Requirements

EDUCATION/CERTIFICATIONS:

· Minimum four (4) years’ experience as an executive assistant to executives and boards of directors, preferably in a nonprofit environment. 

· A Bachelor’s degree is preferred, or an equivalent combination of education and related experience.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Administrative & Organizational 

· Proactive, results-driven individual with the ability to anticipate needs, solve problems, and take initiative without constant direction.

· Proven ability to manage multiple tasks and deadlines in a fast-paced environment.

· Strong attention to detail, with demonstrated ability to prioritize work and complete tasks efficiently.

· Self-starter with sound decision-making skills, resourcefulness, and the ability to work independently while supporting multiple executives.

· Experience supporting a board of directors; knowledge of nonprofit governance is a plus.

· Prior experience in nonprofits and/or membership organizations preferred.

Communication & Interpersonal 

· Exceptional written and verbal communication skills, including excellent writing, editing, and proofreading abilities.

· Ability to communicate clearly and diplomatically with staff, board members, partners, funders, and external stakeholders.

· Professional demeanor and ability to build rapport across all levels of an organization.

· Team player adept at building relationships and partnerships internally and externally.

Professionalism & Judgment

· Demonstrated ability to handle confidential and sensitive information with a high degree of discretion.

· Maintains a high level of professionalism, flexibility, and diplomacy in all interactions.

· Ability to remain nonpartisan and uphold the League’s nonpartisan values in all work and relationships.

· Keen attention to both detail and broader organizational context, with the ability to anticipate needs and identify timely opportunities or concerns.

Technical 

· Strong computer proficiency, particularly with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

· Comfortable learning and using new digital tools and platforms to support executive and board operations.

PHYSICAL REQUIREMENTS:

The person in this position needs to occasionally move about inside the office to access file cabinets and office machinery. Constantly operates a laptop/computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

Occasional travel may be required.

WORK ENVIRONMENT:

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is generally indoors and rarely exposed to wet and/or humid conditions and outside weather conditions. The noise level in the work environment is usually moderate-to-low.

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The League of Women Voters of the United States is committed to a diverse and inclusive workplace based on equal opportunity. The League is committed to hiring staff that reflects this country's full range of racial, ethnic, cultural, sexual orientation, and socioeconomic identity; a workplace where true diversity is fostered, and different perspectives are valued and freely exchanged. We encourage women, minorities, and individuals from traditionally underrepresented communities to apply.