Executive Assistant

Job Description

Executive Assistant

Location: Washington, DC (Hybrid – in-office approximately 2-3 days per week)

Reports to: Chief of Staff

Position Overview

Shared America is seeking a highly organized, proactive, and detail-oriented Executive Assistant (EA) to provide administrative and operational support to the organization’s leadership team.

Reporting to the Chief of Staff, you will work closely with senior leadership to manage schedules, coordinate communications, support organizational operations, and ensure the smooth execution of day to day activities.

You will be an excellent communicator and skilled multitasker who can anticipate needs, manage competing priorities, respond quickly, and exercise sound judgment and discretion. This role requires you to have exceptional organizational skills, attention to detail, and the ability to operate effectively in a fast-paced, collaborative environment.

Shared America is a nonprofit using communications to strengthen communities and build connection, optimism, and trust—showcasing what America can look like at its best and helping overcome division.

Our team needs an Executive Assistant who can keep our leadership focused, empowered, and moving fast—with warmth, precision, and a deep commitment to our mission.

Key Responsibilities

• Executive & Calendar Management: Manage complex calendars and coordinate internal and external meetings across multiple schedules, competing priorities, and international time zones. Prepare meeting logistics and ensure leadership is organized and prepared.
• Communications & Coordination: Manage internal and external communications, coordinate follow-ups, and serve as a responsive and professional point of contact for leadership.
• Travel & Expense Management: Coordinate leadership travel arrangements, itineraries, and related logistics; prepare and submit expense reports.
• Office & Administrative Operations: Oversee day-to-day office administration, including ordering supplies, coordinating with building management and lease owners, and addressing general office and logistical needs.
• Financial & Operational Support: Assist with basic financial and administrative tasks, including coordinating with the accounting team, tracking invoices, gathering documentation, and supporting expense-related processes.
• Event Coordination: Assist with the planning and execution of in-person and virtual meetings, events, and organizational gatherings, including scheduling, logistics, and vendor coordination.
• Systems & Database Management: Maintain and organize internal administrative systems and databases, including donor information and operational records in Notion.
• Additional Support: Provide general administrative and operational support to the Chief of Staff and other members of the leadership team as needed.

Requirements

• Based in the Washington, DC metropolitan area and able to work in the organization's DC office approximately two days per week.
• Prior experience in an executive assistant, administrative assistant, scheduler or similar support role.
• Exceptional organizational, time-management, and multitasking skills, with the ability to prioritize effectively and manage competing demands.
• Excellent written and verbal communication skills and a professional, responsive approach to internal and external interactions.
• Demonstrated ability to manage complex calendars, coordinate multiple schedules, and navigate scheduling across different time zones.
• Strong attention to detail and ability to anticipate needs, take initiative, and follow through on tasks with minimal supervision.
• High degree of professionalism, discretion, and sound judgment when handling confidential and sensitive information.
• Comfortable working in a fast-paced environment and adapting quickly as organizational priorities evolve.
• Familiarity with, or the ability to quickly learn, Notion, Slack, and Google Drive.

Preferred Qualifications

• Previous experience supporting senior executives or organizational leadership.
• Experience working in a nonprofit, mission-driven organization, government, or similarly collaborative environment.
• Hands on experience with software including G Suite and Notion, particularly managing databases, organizing information, and maintaining administrative systems.
• Experience coordinating domestic and international travel, meetings, and events.
• Familiarity with basic financial administration, including expense reporting, invoice tracking, and coordination with accounting teams.
• Experience supporting office operations and coordinating with vendors, property managers, or building management.