Executive Coordinator and Special Assistant to the Executive Director
The Executive Coordinator and Special Assistant to the Executive Director assists the Executive Director and manages administrative operations of our Washington, DC office. The Executive Coordinator provides significant assistance and partnership to the Executive Director, including preparing and organizing documents, staying on top of internal and external communication, task tracking, assisting with internal information flow to and from staff, planning meetings, schedule and calendar management, and a variety of other day-to-day tasks required to ensure the Executive Director’s day is run successfully. This role will be supervised by the Staff Director. The Executive Coordinator also provides a small amount of broad organizational support, such as making copies and preparing documents and meeting space for team meetings, and managing EROC’s voicemail and mail system.
This is a role for a highly motivated, detail-oriented, strategic, and organized individual who can effectively balance multiple portfolios with a strong sense of prioritization, while operating in an incredibly fast-paced and sometimes ambiguous environment. Clear strengths in tracking in-progress tasks, execution, and both written and interpersonal communication are paramount, as is the ability to build trust and demonstrate high social-emotional intelligence in dealing with employees across departments, as well as external individuals and organizations. The Executive Coordinator will possess high administrative competency, discretion, and skills in personality management.
EROC is currently in a high-growth phase. A successful candidate is excited about trying new ideas and implementing new systems and strategies. An ability to create and sustain structure and order is paramount. This individual is comfortable working in a startup-like, high-growth, and fast-paced environment - in regards to time commitment, innovation, and with a commitment to building internal processes and structures.
This position is based in our Washington, DC office, and all candidates must be currently located or willing to relocate to the Washington, DC area. The Executive Coordinator has a strong commitment to EROC’s values and mission, including a commitment to sexual violence prevention, anti-racism, social justice, accessibility, and civil rights. Candidates should have at least 2-3 years of professional experience. This position is a full-time position, starting immediately. The Executive Coordinator is routinely expected to work outside of 9:30-6:00 office hours due to the nature of the Executive Director’s schedule, including both in-person remote support on weekends or evenings several times a month. The salary range for this position is $55,000-$60,000 with pay commensurate with experience. Candidates must be comfortable traveling with the Executive Director, as it is an important and regular part of this role.
Application submission will be open until Friday, March 22nd at 11:59 pm.
ROLES AND RESPONSIBILITIES
Executive Director Support
- Lead the management of the Executive Director’s individual EROC calendar, communications (memos, thank you notes, call time, etc.), and email
- Manage the Executive Director’s time and schedule, including protecting the Executive Director’s time for sufficient time for strategic work, planning and coordinating internal and external meetings and meeting agendas, managing partnerships and regularly spending time with key partners, and coordinating closely with the Staff Director to ensure scheduling is conducive for ensuring all internal and external deliverables are met
- Multi-task and balance competing schedules and priorities, efficiently handling (and anticipating whenever possible) last-minute changes
- Manage meeting follow up, including follow-up communication and tracking action items
- Compose drafts of various memorandums and other documents and correspondence as appropriate
- Coordinating international and domestic travel logistics including flight itineraries, hotel rates and reservations, and car services in accordance with Executive Director’s travel preferences
- Manage the monthly expense report for the Executive Office
- Coordinate with the Associate Director of Operations to ensure that all operational information held by the ED is brought back into the organization’s operations systems
- Accompany Executive Director in meetings and occasionally on travel, including taking notes and tracking post-meeting information flow and action items
- Maintaining positive relationships with external contacts on behalf of the Executive Director, always aiming to emulate EROC brand and the ED's voice
- Assist the ED in maintaining external relationships and touchpoints, with special attention to expedient and regular communication, and executing a variety of tasks related to holistic management of relationships
- Facilitate, organize, and prepare documents for a daily briefing binder with tracking lists and meeting materials for the following day, coordinating with Staff Director and all employees across the organization to coordinate information flow and meeting and event preparation
- Maintaining and updating templates for agendas, meeting notes, and internal memos
- Manage gifting, thank you notes, and other correspondence for various external and internal individuals, ensuring timely delivery
- Coordinating reservations, meals, and appointments whenever needed
- Completing miscellaneous day-to-day errands and situational requests, including occasional personal errands during rapid response moments
- Work with the Operations Department to complete monthly expense reports and invoices
- Occasionally assist other senior leadership in functions related to the management of our DC office as appropriate, such as printing, ordering and maintaining office supplies and presentation materials, and preparing space for onsite meetings
- Providing general office support, including receiving and opening mail and deliveries, greeting visitors, and prepping meeting rooms (including tech set up)
- Occasionally respond to emails in the firstname.lastname@example.org email account.
- Answer the EROC front office phone and coordinate voicemail operations for the office
- Manage all incoming and outgoing mail
- Is currently located in, or willing and able to relocate to, Washington DC
- Must have at least a high school diploma or higher.
- Prior experience providing executive support to a principal or CEO is strongly preferred; prior administrative experience is required
- Extremely detail oriented; a stellar multi-tasker who does not drop small details when shifting quickly between (and later returning to) tasks
- Comfortable providing primary support to an Executive, and syncing your daily workflow to their needs and frequent external obligations
- Ability and flexibility to create order in chaotic schedule and environment, especially with ambiguity
- Highly execution orientated, with good instincts for anticipating needs and changes and quickly pivot direction, while tracking and remaining accountable to numerous daily tasks that must remain consistent schedule,
- Excellent verbal and written communication skills; direct communication style, capability to help Executive Director remain on schedule and ensure that small and administrative tasks are not dropped or lost
- Low-ego attitude; ready and excited to conquer any tasks
- Design-minded, tuned into current events, politics, and trends is a plus
- Experience in G-Suite (Including Google Docs, Sheets, and Gmail)