Executive Assistant, Science & Innovation

Executive Assistant

The National Geographic Society invests in a diverse, global community of National Geographic Explorers who are leading a new age of exploration in support of our mission: to illuminate and protect the wonder of our world through science, exploration, education, and storytelling. These bold individuals represent more than 140 countries and their vast array of backgrounds, perspectives, and fields bring us to the far reaches of the globe.

The Science & Innovation team oversees the Society's funding efforts in science, conservation and technology, develops and manages major mission programs, and establishes programmatic partnerships with like-minded non-governmental organizations (NGOs). The Executive Assistant (EA) provides administrative support to the Chief Science and Innovation Officer (CSIO). They also act as a thought partner on administrative, operational, and special projects, to advance operational effectiveness and productivity of the Science & Innovation Division. Additionally, this role provides administrative support across the Division and serves as a liaison within the broader Society. Finally, this position works closely with the CSIO and the Science & Innovation Leadership team to coordinate efficient administration and operations of the office to meet the Society's ambitious programmatic goals. The EA requires a high-functioning professional with excellent interpersonal skills, a proactive and collaborative mindset, and the ability to anticipate needs to ensure smooth administration.

Your Impact

Administration of the CSIO Office (60%):

• Proactively manages the CSIO's day utilizing excellent prioritization skills, discretion, and tact while maintaining complete confidentiality and discretion. This includes, but is not limited to:
• Full calendar management including strategic scheduling and thoughtful coordination with internal and external constituents.
• Ensuring the CSIO is appropriately prepared for meetings through succinct communications and compilation of accurate briefing materials. They will coordinate with the Special Assistant to the CSIO for certain high-level meetings.
• Facilitating ad hoc meetings, such as programmatic meetings, external meetings, and Science & Innovation All Hands meetings through coordination of agendas, PowerPoint presentations, logistical planning (catering, meeting spaces, technology), and timely communications.
• Preparing and disseminating directives and action requests to others on behalf of the CSIO to ensure efficient workflow. Monitors deadlines, follows up on delegated tasks, and provides reminders.
• Works closely with the CSIO when planning and coordinating CSIO travel including compilation of appropriate briefing materials, coordination with other travelers, booking arrangements (air, hotel, ground, transfers), monitoring travel restrictions, keeping visas and passports up-to-date, and monitoring CSIO's needs while on the road.
• Independently manages a variety of administrative tasks for the CSIO including expense reports, reimbursements, and invoice submissions in a timely and efficient manner.
• Maintains and develops their expertise as an EA. Attends training and/or conferences, as appropriate, to support personal expertise development.

Administration of the Science & Innovation Division (40%):

• Supports the CSIO, Deputy to the CSIO (DCSIO), VP of Zenith Programs, and Special Assistant to the CSIO to manage and address divisional needs. This work includes, but is not limited to:
• Attends weekly Science & Innovation Leadership meetings and works alongside the team to drive the work of the division through communication avenues (e.g. email, Slack, NG Connect, etc.) to ensure collaboration that facilitates effective working relationships across the Division and Society.
• Supports the creation of agendas for monthly Science & Innovation All-Staff meetings and plays a key role in driving and developing "connectedness" within the team through this meeting and other ad hoc team events.
• Maintain a SIP divisional calendar including meetings, key events, convenings, All Staffs, Treat Tuesdays, and programmatic moments to keep everyone informed and aligned.
• Build out a schedule for All Staffs to include guest speakers.
• Support the organization of key NGP meetings and meetings/events.
• Canvas staff and coordinate internal communications for all-staff updates, events, or shared messaging moments.
• Manage planning and logistics for internal storytelling formats (e.g., "Treat Tuesdays," brown bags, Closer Look).

What You'll Bring

Educational Background

Bachelor's degree preferred or equivalent work experience.

Minimum Years and Types of Experience

5+ years of progressively responsible experience in administrative positions, including at least two years in an executive office. Experience working in a fast-paced programmatic office required.

Necessary Knowledge and Skills

• Excellent administrative, organizational, and oral/written communication skills required.
• Ability to multi-task and anticipate needs, discern priorities and meet deadlines with exceptional attention to detail.
• Proven ability to exercise good judgment and critical thinking while maintaining confidentiality.
• Professional demeanor and high level of comfort working with high profile and high net-worth individuals.
• Ability to take initiative and work well in a deadline oriented, fast paced and high-pressure environment with superior follow up skills.
• Advanced proficiency with MS Office, including Outlook, PowerPoint, Word, Excel.

Supervision

No direct reports

Salary Information

The National Geographic Society offers a competitive and holistic total rewards package. Our compensation structure and transparent pay philosophy are based on industry-specific market data for similar-sized nonprofit organizations.

The salary range for this position accounts for a wide range of factors including but not limited to organizational need; specific skill sets; experience and training; certifications; and more. At the National Geographic Society, individuals are typically hired at or near the starting point of the salary range for their role, and compensation decisions are dependent on the facts and circumstances of each case.

The hourly range for this position is $39.28 - $41.35.

In addition, the National Geographic Society offers a competitive and comprehensive benefits package that includes, but is not limited to, medical, dental, and vision insurance; engaging and comprehensive wellness program; 401(k) retirement savings plan with matching contributions after 6 months of employment; flexible paid time off benefits with up to 22 days of paid annual leave per calendar year (15 days for new hires in their first year, prorated based on the number of pay periods remaining in the year) and 10 days of sick leave; 12 paid holidays and a paid winter break between December 25 and 31 (May not apply to all roles that are required to work during high volume seasons or essential workers. Please check with the hiring manager for confirmation.); paid parental leave, adoption and surrogacy expense reimbursement, fertility benefits; learning and development opportunities; Lifestyle Spending Account; pet adoption assistance and insurance; pre-tax transportation benefits with a generous employer subsidy; employer-paid life insurance and disability benefit; and a variety of National Geographic discounts and perks.

Job Designation

Resident - Our Resident category recognizes that certain staff need to be physically present at Base Camp to do their work. Some Resident staff must be at Base Camp every day to do their jobs, while others may only need to be physically present onsite some of the time to meet looming deadlines or to get work done and may require a unique schedule. As such, this category has been revised to provide maximum flexibility depending on what's required for each individual role. The days Resident staff come into the office will be determined by their teams and workflow, and they should work with their supervisors to determine their specific schedule. And throughout the year, their schedule may be adjusted based on cyclical work cycles, deadlines, and/or ebbs and flows of work.

Candidates must be legally authorized to work in the United States. This position is not eligible for visa sponsorship.

We encourage you to apply even if your experience is not a 100% match with the position. We are looking for someone with relevant skills and experience, not a checklist that exactly matches the job description. We want to help you grow and in return, you help us grow into a stronger, more inclusive organization.