Executive Assistant and Board Liaison Washington, District of Columbia, United States

Washington, District of Columbia, United States Organization Description Vital Voices Global Partnership is a leading international non‑profit organization that invests in women leaders tackling the world’s greatest challenges – from gender‑based violence to the climate crisis, economic inequities, and more. We are venture catalysts, identifying leaders with daring visions for change and partnering with them to make that vision a reality. What sets Vital Voices apart is our long‑term, holistic approach: providing connections, capacity building, a network of peers, financial support, and visibility for their work. Over the past 27 years, we have directly invested in more than 47,000 change‑makers across 188 countries, who in turn have improved the lives of millions. Vital Voices’ staff is headquartered in Washington, DC. In early 2022, we opened the first ever Global Headquarters for Women’s Leadership, a 30,000+ sq. ft. historic building just blocks from the White House on 16th Street. It is a hub of activity, events, and collaborations – bringing together women leaders and their allies to tackle the world’s greatest challenges. Summary Vital Voices is seeking a highly organized and proactive Executive Assistant & Board Liaison to support CEO Alyse Nelson. This role is ideal for someone who thrives on managing complex logistics, navigating shifting priorities with professionalism and discretion, and serving as a trusted partner to executive leadership and the Board. The Executive Assistant and Board Liaison will play a central role in ensuring the CEO is prepared and supported across day‑to‑day operations, travel, high‑profile events, special projects, Board engagement, and senior leadership coordination. This position is based in Washington, DC with the option of a hybrid work schedule. We are not accepting remote candidates. Role Specifications Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Administrative and Calendar Support : Manage CEO’s calendar and communications including answering phone calls, directing calls to appropriate parties, taking messages, and responding to general inquiries, as well as screening and prioritizing phone calls and emails. Prepare CEO with itineraries, reading materials, Zoom invites, and contact bios. Logistics Support : Schedule internal check‑ins with CEO’s direct reports and department leads, as well as external meetings. Prepare materials, attend meetings as needed, and coordinate strategic follow‑up and action items as required. Greet CEO guests for in‑person meetings at VVHQ. Travel Support : Arrange & manage domestic and international travel and lodging (including booking air, hotel, and ground transportation), plus visa requests as needed. Coordinate and adapt to frequent travel changes and re‑bookings, with availability to support urgent travel needs during evenings and weekends. Special Events : Manage executive logistics and engagement support for high‑profile events, dinners, and campaigns, ensuring a seamless experience for the CEO. Coordinate invitations and correspondence on behalf of the CEO for guests, speakers, and participants. Prepare executive briefing materials, including vetted remarks and talking points. Serve as point‑of‑contact for VIPs and high‑profile stakeholders, coordinating closely with their teams, security personnel, and Secret Service as needed. Board Liaison – Coordination and Materials : Coordinate and consolidate SLT updates for pre‑read materials, prepare meeting agendas and support materials for distribution; take minutes; support the board with meeting setup including room reservations, catering, travel logistics, and other arrangements. Board Liaison – Presentation and Records : Prepare and edit Board slides as needed; maintain Board member contact information, assistants, headshots, and bios; organize logistics and planning for Board retreats; maintain online Board Effect platform for board materials. Internal Operations : Prepare and manage invoices, contracts, and credit card reconciliations. Track monthly actuals for CEO and Board. Partner with Finance to develop budgets for special projects and events. Manage and facilitate the timely review and approval of timesheets, staff requests, and offer letters, ensuring all required materials are routed to the CEO for signature and action. Prepare presentations, one‑pagers and other documents using Canva, PowerPoint, and other tech‑forward tools for the CEO, SLT, and Board. Senior Leadership Team (SLT) Support : Coordinate agenda topics and briefing materials in advance of SLT meetings; schedule recurring check‑ins with the CEO’s direct reports, and maintain visibility into out‑of‑office schedules to support strategic planning and awareness. Other duties as assigned . Required Qualifications Bachelor’s degree preferred, plus 4‑7 years of relevant work experience supporting senior executives, C‑suite leaders, or high‑level stakeholders required. Equivalent experience may substitute for education. Proven experience managing complex domestic and international travel arrangements, including visas, itinerary changes and executive‑level logistics. Experience supporting high‑level meetings and events. Strong experience with digital design and presentation tools (e.g., Canva, PowerPoint) and the ability to create professional presentations, one‑pagers, and visual materials. Familiarity with AI tools and a willingness to incorporate them into daily work. Strong written and verbal communication skills, with experience drafting professional correspondence, briefing materials, agendas and notes. Exceptional organizational and project management skills with the ability to manage multiple priorities, shifting timelines, and confidential information with discretion and professionalism. Experience supporting Board logistics, meetings, communications and retreats strongly preferred. Excellent oral and written communication skills in English. Strong computer skills including MS Office applications, and database software (i.e., Salesforce) and Asana. Experience working cross‑functionally to support key objectives. This is a full‑time, exempt position based in Washington, DC. Vital Voices staff are required to work in person at VVHQ a minimum of two days per week. Due to the unique nature of this role, in‑person attendance is required when the CEO is working from VVHQ, typically four days per week. If and when it is safe to travel, domestic and international travel up to 10% may be required for the position. The anticipated starting salary for this role is $85,900, with flexibility up to $120,000 for candidates who bring additional experience, skills, or qualifications beyond the core requirements of the position. At Vital Voices, we value our employees and their well‑being. We offer a competitive and comprehensive compensation package that includes medical, dental, and vision insurance, 401(k) match, short and long‑term disability, life insurance, HSA, EAP, and more. We also provide generous PTO including wellness flex Fridays, parental leave, and volunteer leave as well as a professional development stipend to support continuous improvement. Join us and be part of a global team that empowers women leaders to transform the world. Vital Voices provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Vital Voices complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Vital Voices expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Vital Voices’ employees to perform their job duties may result in discipline up to and including discharge. #J-18808-Ljbffr Vital Voices Global Partnership