Executive Assistant to the President

Executive Assistant To The President

The National Constitution Center is a nonpartisan nonprofit organization devoted to teaching about the Constitution. Located on Philadelphia's historic Independence Mall, steps from where the Constitution was drafted and signed, it serves as America's leading platform for constitutional education and debate, fulfilling its congressional charter "to disseminate information about the U.S. Constitution on a nonpartisan basis in order to increase awareness and understanding of the Constitution among the American people."

The Executive Assistant to the President is responsible for providing high level administrative support to the Interim President & CEO of the National Constitution Center and to members of the executive leadership team. This role is ideal for a highly organized and detail-oriented administrative professional who thrives in a fast-paced environment and excels at anticipating needs and managing competing priorities. The Executive Assistant manages details of a highly confidential and critical nature, requiring a strong working knowledge of institutional policies and practices.

As an individual contributor with a primary focus on execution, the Executive Assistant independently resolves a wide range of straightforward and complex administrative challenges, analyzes possible solutions using established processes, and operates with a moderate level of guidance and supervision.

Responsibilities and Duties

• Manage complex calendars, communications, and activities for assigned leaders and/or teams, ensuring priorities are met and schedules are optimized and information flows seamlessly.
• Collaborate closely with the Interim President & CEO and executive leadership to ensure effective engagement, clear and professional communication, and comprehensive support for the Board of Trustees.
• Prepare, review, and manage confidential correspondence, and reports with exceptional accuracy and judgment.
• Coordinate travel for assigned leaders and process expense reports timely and with accuracy.
• Strengthen effective internal communications by facilitating clear, timely information sharing within the team and across the organization.
• Maintain meticulous attention to detail ensuring accuracy and preventing errors that could impact organizational operations.
• Handle highly sensitive information with absolute confidentiality, exercising sound judgment in all interactions and decision making.
• Anticipate executive needs and proactively manage issues requiring discretion, diplomacy, and tact.
• Collaborate and coordinate to build strong working relationships with colleagues, partners, donors, and Board members, demonstrating professionalism and the ability to adapt to tight deadlines and perform in high-pressure situations.
• Adapt communication and collaboration styles to work effectively across the organization with a wide range of personalities and organizational levels
• Proactively plan and anticipate potential challenges, ensuring seamless execution of tasks and activities.
• Organize and support events and meetings, partnering with other team members as appropriate to ensure successful outcomes.
• Demonstrate and apply strong problem-solving skills, recognizing patterns, and utilizing sound judgment to and access to available information to inform decisions.
• Ask clarifying and proactive questions to ensure thorough understanding of assignments, expectations and priorities.
• Provide dedicated and high-quality support to senior-level leaders, including Vice Presidents, and assist broader teams when needed.
• Stay current leveraging technologies and available tools—including AI—to enhance efficiency and support continuous process improvement.
• Be responsive to reasonable requests for off-hours work, email and messages to ensure a timely follow-up.
• Support finance related tasks, including expense reporting, invoice tracking, and related administrative needs.
• Coordinates support duties with other staff including, booking meeting rooms, processing training registrations, and updating distribution lists.
• Other duties as assigned.
• This is a hybrid position, based in Philadelphia, with a minimum of three (3) full days required in the office.

Qualifications

• Bachelor's Degree preferred with a minimum of 5 years of professional C-Suite work experience.
• Proficiency with Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook, SharePoint, CRM system experience (Salesforce preferred) and AI tools such as Copilot and ChatGPT.
• Experience supporting executives in a fast-paced and dynamic work environment.
• Proven ability to exercise professionalism and discretion while maintaining confidentiality of NCC business and highly sensitive information.
• Proactive, solution-oriented mindset with a strong "can-do" attitude and eagerness to add value.
• Demonstrated ability to multitask, respond quickly and efficiently to shifting priorities, and deliver high quality work with strong attention to detail.
• Self-starter who is comfortable working both independently with minimal supervision and collaboratively.
• Excellent verbal and written communication skills, with the ability to communicate and engage effectively with a diverse range of individuals and teams.
• Sound judgment in setting priorities and managing interactions with internal and external stakeholders.
• Ability to anticipate the needs of executives and team members.
• Composed and effective under pressure, with a proven ability to consistently meet tight deadlines.
• Customer service-oriented, team player, with a collaborative approach.
• Experience assisting with meeting and event logistics preferred.
• Required flexibility to work frequent weekends, evening hours, or holidays as assigned.

Physical Demands

• Prolonged periods of sitting at a desk and working at a computer
• Standing and walking will be required on a frequent basis
• Some light lifting, twenty (20) pounds or less, may be required on an infrequent basis

The National Constitution Center is an equal opportunity employer committed to fostering an inclusive and diverse workplace. We do not discriminate on the basis of race, color, religion, national origin, ancestry, sex, gender identity or expression, sexual orientation, age, disability, genetic information, veteran status, or any other characteristic protected by applicable law. We welcome applicants from all backgrounds and encourage individuals who share our mission to apply.