Executive Assistant Job at NATIONAL MARINE SANCTUARY in Silver Spring

Location: Silver Spring, MD

Supervisor: President and CEO

Status: Full-time, Exempt

What We Need

The National Marine Sanctuary Foundation is seeking an Executive Assistant to support the leadership of the Foundation. The Executive Assistant plays a key role in assisting the President and CEO by representing the President and CEO with internal and external constituents and acting as a liaison among the President and CEO, the Foundation Board of Trustees, other key executives, and Foundation employees. The position requires a high level of discretion and independent judgment in carrying out job responsibilities. The Executive Assistant provides support to the Foundation’s Board of Trustees and associated committees, including serving as their primary administrative contact person. This role also provides direct support to the Foundation Leadership Team, including Vice Presidents and Directors.

The National Marine Sanctuary Foundation is committed to a culture of inclusion, equity, and belonging. We are dedicated to attracting and retaining a diverse staff. We honor experiences, perspectives, and unique identities, and welcome the contributions that you can bring to the dedicated team. With a diverse team of employees, we can grow and learn better together and achieve our mission to protect the health of the ocean, coasts and Great Lakes for current and future generations.

What You’ll Do

Responsibilities:

Provide Support to the President and CEO

• Primarily provide high-level administrative support and scheduling support for the President and CEO. This includes managing an active calendar of appointments, greeting visitors upon arrival, managing contacts for the President and CEO, composing and preparing outgoing correspondence that may be confidential, and monitoring email.
• Prepare travel agendas, including reservations and authorizations, and materials for meetings.
• Organize documents for review, approval, and/or signature of the President and CEO.
• Manage internal communications and transactions, manage a list of tasks and deadlines, complete special projects as requested and assist the President and CEO with preparation for events, speeches, and conferences. Copyedit all documents, copywriting on occasion.
• Work with Senior Staff and Development department to coordinate, schedule, and organize and committee meetings, including prepare agendas and committee packages, record and submit minutes of all committee meetings for approval, and prepare other communications as necessary. Attend senior staff and occasional committee meetings.
• Manage monthly all staff meeting (develop topics with senior staff, schedule, and designate the meeting manager).

Leadership Team Support

• Make travel arrangements for the CEO and executive staff as needed.
• Assist with scheduling meetings and events, including coordinating with external partners.
• Assist with preparation of meeting materials, including PowerPoint presentations and agendas.
• Review documents as needed for correct formatting, adherence to brand guidelines, and grammar/spelling.

Office Administrative Support

• Serve as backup for mail distribution. Manage CEO letterhead and support CEO in letter writing.
• Purchase office supplies and equipment as needed, coordinated with Office Manager.
• Perform general clerical duties to include but not limited to: data entry, correspondence, photocopying, document drafting, mail merging, mailing, and filing using Foundation word processing tools and project management teams.
• Maintain electronic copies of key CEO correspondence and some hard copy filing systems.
• General troubleshooting, responding to inquiries, and expediting requests to the appropriate staff person.
• Perform other duties, as assigned.

Who You Are

You are the dependable go-to resource for Foundation CEO and executive staff. You thrive in a fast-paced environment, stay up to date on latest administrative tools and technologies, and you take pride in planning and efficiency. You are a born collaborator, have strong administrative and organizational skills, a strong sense of initiative, work well independently, and build positive relationships at all levels

Required Qualifications:

• Strong written and verbal communication skills. Accurate typing with the ability to maintain and manage organized files. Accurate spelling, correct grammar and usage, and knowledge of the mechanics of writing are important. Strong computer skills, including Microsoft Office.
• Highly proficient in the latest digital office management tools (Slack, Monday, Asana, etc.)
• Fast learner of new digital tools to support nonprofits (Board Effect).
• Interpersonal and organizational skills, work ethic, and attention to detail, while establishing and maintaining effective working relationships with the Foundation leadership team, employees, and Board of Trustees.
• Attention to detail, skill in proofreading and formatting documents.
• Pro-active self-starter with the ability to function well in a fast-paced environment.
• Ability to prepare reports and records.
• Ability to plan, organize, and coordinate multiple work assignments.
• Must be available on occasional nights and weekends.
• Occasional travel to sanctuaries and board meetings.
• Minimum five years of related experience.
• Regular and reliable attendance.

Preferred Qualifications:

• Bachelor’s degree or Associates degree.
• Experience supporting Executive Staff.
• Experience working for a non-profit organization.

Why You Will Love Us

The National Marine Sanctuary Foundation (“Foundation”) is a leading voice for U.S. protected waters, working with communities to conserve and expand those special places for a healthy ocean, coasts, and Great Lakes. The Foundation works in close partnership with the National Oceanic and Atmospheric Administration (NOAA) to increase stewardship of our ocean and Great Lakes through on-the- water conservation projects, and education and public outreach activities, and by support for research. Together, we safeguard species and the places they call home and support coastal communities and economies.

• Dedicated and passionate staff committed to marine and Great Lakes Conservation
• Generous paid time off policy, plus paid time off the week between December 25 and January 1; and 12 paid holidays
• Health benefits: Medical with an FSA option; dental, and vision
• Foundation paid Life and Disability Insurance
• Preparing for the Future: 403(B) with employer contribution after one year of service
• Commuter Benefits

Compensation and Benefits: $75K-$85K per year based on experience. The Foundation offers a competitive benefits package.

Location: Washington D.C. based (Silver Spring HQ office location).

Applications must include a cover letter, resume, and at least three professional references. Applications received before December 23rd will be preferred.

Start Date: As soon as possible

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The National Marine Sanctuary Foundation is an equal opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This commitment applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, and training. The Foundation makes hiring decisions based solely on qualifications, merit, and business needs at the time.