Executive Assistant Job at MOONSHOT Inc in Washington

Moonshot believes that marginalized people in society - including people of color, people from working class backgrounds, women, Disabled and LGBTQIA+ people - must be centered in the work we do. We strongly encourage applications from people with these identities or who are members of other communities who are currently underrepresented in our workforce. All qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability or marital status. We know a diverse workforce will enable us to understand drivers behind violent extremism and online harms in an in-depth way and do better work to counter them.

About the role:

Moonshot is seeking an exceptional Executive Assistant to support one of its Founders. Moonshot's offices are based in Washington, DC. We offer flexible work options including hybrid and remote arrangements. While we are open to candidates from across the United States, the role requires working standard East Coast hours, with occasional travel to Washington, DC if based outside the area.

As the Executive Assistant, you will be essential in managing the founder's schedule, coordinating travel, and facilitating various projects. The Executive Assistant plays a vital role in facilitating connections within our expanding project portfolio and business development efforts, serving as a trusted partner to ensure that the founder can focus on strategic initiatives and business development.

The successful candidate will have a deep understanding of the unique challenges faced by senior executives, particularly in managing their time, energy, and complex travel arrangements. You will need to demonstrate exceptional organizational skills, a proactive mindset, and the ability to handle difficult, often high-stakes, situations with professionalism and discretion. Managing competing priorities, navigating diverse stakeholders-ranging from internal teams to external partners, clients, senior government officials, and journalists-and ensuring that the founder's time is optimized will be at the heart of your role.

We are looking for someone with experience in fast-moving commercial or political environments, who can balance the demands of the founder while maintaining a calm and organized approach. The nature of this role requires the candidate to have exemplary time management skills, the ability to anticipate needs, and the capacity to prioritize effectively amidst various demands. The individual will navigate this dynamic role with professionalism, interacting seamlessly across a diverse spectrum of individuals, from Moonshot's management team to external partners, clients, senior government officials, and journalists.

Your responsibilities will include:

• Directly manage the founder's calendar, scheduling meetings, appointments, and speaking engagements with discretion and foresight. Exercise sound judgment when committing the founder's time, ensuring optimal use of their schedule and evaluating the urgency and importance of requests.
• Oversee all aspects of domestic and international travel, including flight arrangements, visa requirements, accommodations, transportation, and logistical coordination. Ensure time zone considerations are factored in when scheduling travel and meetings, optimizing travel time and minimizing disruptions.
• Manage the founder's incoming emails, prioritizing and triaging urgent client, partner, and team communications. Draft timely, professional responses as needed, ensuring that no client emails go unanswered for more than 24-48 hours. Build and maintain strong relationships with key clients and partners, ensuring proactive and consistent follow-up.
• Track high-priority tasks and follow up on ongoing requests to ensure timely completion. Keep the founder informed of progress and ensure deadlines are met without compromising quality.
• Prepare, reconcile, and submit expense reports in a timely manner, ensuring accuracy and compliance with company procedures.
• Take detailed and accurate meeting minutes, ensuring that actionable items are clearly identified and communicated to relevant stakeholders for follow-up.
• Handle day-to-day administrative tasks including printing, mailing, copying, and managing emails. Maintain organizational systems to ensure smooth operations.
• Assist in the preparation of special projects, including creating PowerPoint presentations, financial spreadsheets, reports, and agenda materials. Provide support for project documentation and presentation materials as needed.
• Draft and prepare routine correspondence for the founder's signature.
• Other additional and/or alternative duties as assigned from time to time.

Requirements

Essential:

• Strong commercial or political background experience, demonstrated through previous roles that involved strategic planning, stakeholder management, or policy development. Experience navigating complex landscapes and managing high-level priorities is essential.
• Significant experience managing complex international and domestic travel arrangements.
• Excellent written and verbal communication skills, with exceptional writing, editing, and proofreading abilities.
• Skilled in protecting the professional and personal needs of a busy Executive.
• Proven experience in managing client communications, prioritizing urgent requests, and maintaining professional relationships with partners and stakeholders. Comfortable handling high volumes of email and correspondence with clients.
• Strong organizational skills, with the ability to handle multiple responsibilities simultaneously.
• Ability to handle ambiguity, think on your feet, and adjust to shifting priorities in a fast-paced environment.
• A proactive, positive attitude with a commitment to delivering tasks efficiently.
• Exceptional attention to detail, with the ability to assess and prioritize tasks quickly and efficiently, ensuring that critical matters are addressed in a timely manner.
• Highly trustworthy and ability to maintain confidentiality and use discretion and diplomacy in both written and verbal communications.
• Strong IT skills, with proficiency in relevant software and tools.
• Willingness to work outside regular working hours where required.
• Commitment to Moonshot's mission.
• In addition, we require and will check on candidates' eligibility to work in the US. Candidates will be expected to undertake and pass any relevant security clearance procedures per the needs of clients.

Desirable:

• Proficiency in Google Suite.
• Experience of project management.

Benefits

Benefits package:

• 15 days paid vacation leave, plus Federal holidays and 1 day additional paid leave for Native American Heritage Day.
• Full private healthcare package, including coverage for partners and children.
• Dental & Vision Insurance.
• Life & Disability Insurance.
• 24/7 access to free counseling via our Employee Assistance Program.
• 3% matched 401k contributions.
• Generous maternity and paternity leave: 26 weeks paid maternity leave, 8 weeks paid paternity leave.
• All permanent employees are granted share options upon employment.

Salary: $80,000 - $100,000 depending on skills and experience.