Executive Assistant to the President at Marthas Table

Washington, District of Columbia, United States -

Full Time

Start Date

Immediate

Expiry Date

07 May, 26

Salary

0.0

Posted On

06 Feb, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Project Management, Communication, Organizational Skills, Confidentiality, Problem Solving, Interpersonal Skills, Writing Skills, Budget Management, Stakeholder Engagement, Administrative Support, Time Management, Research Skills, Teamwork, Discretion, Resourcefulness, Leadership

Industry

Non-profit Organizations

Description

MISSION Our mission is to support strong children, strong families, and strong communities. VISION At Martha’s Table, we believe that every Washingtonian deserves the opportunity to stay and thrive. ABOUT MARTHA’S TABLE At Martha’s Table, we believe that every Washingtonian deserves the opportunity to thrive. For over forty years, we have worked to support strong children, strong families, and strong communities by increasing access to quality education, health and wellness, and family resources. Together, we are “One MT.” This means we work across all three of our locations to support our shared mission. In all that we do, we exemplify our four core values of respect, compassion, teamwork, and accountability. These values -- and our commitment to “the MT Experience” -- guide how we engage with the communities we stand alongside and how we work together as a team. When you come to Martha’s Table -- as a guest or as a team member -- you are valued, and you deserve our very best. To be the best version of MT, we are deeply committed to equitable practices. We apply the principles of diversity, equity, and inclusion in providing programming and services; in creating our Board; in partnerships and procurement; and in hiring, training, and advancing our team members. We invest in our team members’ personal and professional goals through our “STEP” program, which includes tuition for continuing education, certifications, and professional development; funding to unlock transcripts held in financial accounts; and flexible leave options. POSITION OVERVIEW Reporting directly to the CEO, the Executive Assistant and special projects leader provides high-level strategic, administrative, and project management support to ensure the efficient operation of the Office of the President, serving as the primary internal/external liaison and managing critical initiatives from conception to completion. The Executive Assistant provides executive support in a one-on-one relationship. The Executive Assistant also serves as a liaison to the Board of Directors and executive leadership teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working in a small, entrepreneurial, mission-driven, results-driven, and community-oriented environment. The Executive must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Assistant also provides administrative support to the Vice President and Chief of Staff (VP, COS). The ideal individual exercises sound judgment and manages sensitive matters with a high level of confidentiality and discretion; is organized, with a proven ability to effectively prioritize and manage multiple priorities; has strong written and verbal communication skills; and is a proactive problem-solver and highly dependable. POSITION DUTIES AND RESPONSIBILITIES Executive Administrative and Gatekeeping Support * Manages and optimizes an extremely active and complex calendar for the President & CEO * Providing a "gatekeeper" and "gateway" role to protect the CEO’s time and create mutually beneficial access opportunities. * Completes all administrative tasks, including managing travel logistics, completing expense reports, reconciling purchases and reimbursement requests, maintaining comprehensive electronic and hard copy files, and monitoring and coordinating responses to the organization’s general information inbox * Researching, compiling, and reviewing relevant information in advance, as needed; composing and preparing correspondence that is sometimes confidential; developing detailed, accurate, and timely briefing materials and draft reports; maintaining files (electronic and hard copy) * Monitors the operational budget for the CEO's office/department (Department 760), tracking expenditures against approved budgets and alerting the CEO to variances, even without direct budget authority. * Oversees and manages key vendor contracts, subscriptions, and services utilized directly by the Office of the President. * Supports the CEO's major donor portfolio by maintaining an active tracking system (often in a CRM), preparing detailed briefing documents for all high-level donor meetings, and ensuring timely follow-up. * Coordinates the CEO's involvement and required materials for capital campaigns or large-scale fundraising initiatives. * Assists the CEO and Communications team in preparing and coordinating internal and external communication materials during time-sensitive or crisis situations. Executive Communication and Stakeholder Engagement * Provides advanced executive writing support by drafting, editing, and refining high-stakes correspondence, including official statements, donor acknowledgement letters, high-level personal correspondence, and confidential reports, ensuring an impeccable organizational voice, and other tasks that facilitate the CEO’s ability to effectively lead the organization. * Serves as a crucial communication bridge between the President's office and all internal/external constituencies. Works closely with the CEO, acting as a "barometer" to proactively keep her informed of upcoming commitments and internal/external issues, and manages follow-up on critical relationships and cultivation efforts. * Working with key program and department leaders in coordinating the President's community-focused outreach activities * Providing leadership to build relationships crucial to the success of the organization, and managing a variety of special projects for the President, some of which may have an organizational impact * Following up on contacts made by the President and supporting the cultivation of ongoing relationships * Prioritizing conflicting needs; handling matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressures Project Management and Strategic Initiatives * Manages a portfolio of special projects and organizational initiatives for the President, ensuring adherence to established timelines, budgets, and objectives * Develops project plans, tracks key milestones, coordinates cross-functional teams, and provides regular progress reports to the CEO and Executive Team * Proactively identifies strategic opportunities and proposes solutions to improve organizational efficiency and mission delivery. Meeting and Board Logistics Management * Coordinates and executes comprehensive meeting logistical support for the President and executive leadership. This includes but is not limited to developing detailed agendas, preparing and distributing all necessary documents and presentation materials in advance, planning retreats, ensuring compliance with board bylaws for material distribution, coordinating catering/tech setup, communicating reminders, and capturing accurate, concise meeting notes for follow-up * Coordinating with the Board Chair and his/her assistant to coordinate meetings, draft board correspondence, and other tasks that help ensure board engagement efficiency * Formalizes the process for tracking and reporting on the annual goals and action items of the Board of Directors and its various committees. * Manages and maintains the official corporate records of the organization, including meeting minutes, resolutions, and governance documents, ensuring all filings are current and compliant. * Develops and manages the annual governance calendar (board meetings, committee meetings, annual audits, and internal deadlines) and proactively ensures the CEO is prepped for all related milestones. Governance and Executive Leadership Liaison * Serves as the primary administrative liaison to the Board of Directors and Executive Team * Coordinates the agenda and logistics for all Executive and Workblock Team meetings and off-sites * Drafts and prepares confidential correspondence for internal announcements and board matters, maintaining the highest level of discretion and confidentiality with all stakeholders * Coordinating all-team lunches, all-team quarterly meetings, and other organization-wide activities and initiatives Complete a variety of administrative tasks for the VP, COS, including: * Organizing and maintaining a complex calendar and schedule * Completing expense reports, reconciling purchases, and reimbursement requests * Managing travel arrangements * Researching, compiling, and reviewing relevant information in advance, as needed EXPERIENCE, KNOWLEDGE, AND SKILLS REQUIREMENTS * Stakeholder Engagement and "Exceptional Service": Exceptional interpersonal skills and proven ability to engage strategically and diplomatically with a range of high-level internal and external stakeholders (e.g., Team members, Board members, neighbor and guests, government officials, major donors, executive peers). Embodies and serves as a model for organizational mission, vision, and core values. * Exceptional Executive Communication and Writing Skills: Proven ability to draft, edit, and proofread professional correspondence, reports, and high-level communications that accurately reflect the CEO’s voice and the organization's mission. Must possess impeccable grammar and a sophisticated command of language. * Advanced Strategic Organizational and Project Management Skills: Demonstrated expertise in managing multiple, concurrent, and complex priorities, projects, and deadlines. Highly proficient in formal project management methodologies (e.g., milestone tracking, reporting, resource coordination). * Discretion and Emotional Maturity: Impeccable degree of dependability, trustworthiness, and emotional maturity, especially regarding highly sensitive, confidential, and proprietary materials and information. Ability to exercise sound judgment and proactively solve problems. * Resourcefulness and Independence: Highly resourceful, forward-looking thinker with a demonstrated ability to work independently, anticipating needs and proposing effective solutions to complex issues with minimal guidance. EDUCATION AND TRAINING REQUIREMENTS * Bachelors degree (preferred) * 7-10 years of progressively responsible experience supporting C-level executives, preferably in a nonprofit or mission-driven organization. * Demonstrated experience in leading and managing projects across multiple departments or stakeholders. * Proficient in Google Workspace, Microsoft Office (Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms. * Familiarity with Generative AI tools * Project Management Certification (e.g., CAPM or PMP) preferred WORKING CONDITIONS Limited physical activity, requiring limited movement. The work environment is predominantly in an office setting but will be outside on occasions. Work will sometimes require working non-traditional hours and on occasional weekends. COVID-19 Martha's Table requires all team members to have: * 2 doses of either Pfizer or Moderna administered before April 18, 2023; * 1 dose of Johnson & Johnson's Janssen administered before May 22, 2023; * 2 doses of Novavax COVID-19 vaccine, Adjuvinated; or * 1 updated dose of either Pfizer or Moderna administered after April 18, 2023 Martha's Table will consider waiving the vaccination requirement for: * Candidates who object in good faith and in writing, pursuant to procedures established by the City Administrator or his/her designee, that the employee's vaccination would violate their sincerely held religious beliefs; and * Candidates who have obtained and submitted written certification from a physician or other licensed health professional who may order an immunization, that being vaccinated for COVID-19 is medically inadvisable because of the employee's medical condition. Marha's Table is an Equal Opportunity Employer. Applicants who are unable to be vaccinated for religious or medical reasons should contact Human Resources (hr@marthastable.org) as soon as possible to engage in the interactive process and explore what, if any, reasonable accommodations Martha's Table is able to offer. This position requires the completion of a satisfactory background check. Martha's table is an Equal Opportunity Employer and is committed to providing employees with a work environment free of discrimination and harassment of any kind. Martha's table is committed to the principle of equal employment opportunities for all employees and applicants for the employment and prohibits discrimination and harassment of any type without regard to race, color, religion or belief, age, sex (including pregnancy), national, social or ethnic origin, disability status, HIV status, family medical history or genetics, protected veteran status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, family or parental status or any other characteristic protected by federal state or local laws. This policy applies to all terms and conditions of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Martha's table will not tolerate discrimination or harassment based on any of these characteristics. If you need assistance or an accommodation due to a disability, you may contact us at 202-328-6608 or via e-mail at hr@marthastable.org.

Responsibilities

The Executive Assistant provides high-level strategic, administrative, and project management support to the President & CEO, ensuring efficient operation of the office. This includes managing the CEO's calendar, overseeing special projects, and serving as a liaison to the Board of Directors.