Executive Assistant

Summary

Join Women Donors Network [WDN] and WDN Action [WDNA], a national network of women donors committed to advancing gender, racial, economic, and climate justice, as their Executive Assistant. This full-time, remote role with travel reports directly to the President and CEO, supporting their strategic priorities and ensuring the smooth functioning of the Executive Office. The ideal candidate will be highly organized, detail-oriented, an exemplary scheduler and communicator, digitally savvy, and an excellent project manager. They will also share WDN's passion for social change and have a visionary spirit with a growth mindset and can-do attitude. This position requires occasional travel within the United States for meetings, team retreats, and organizational events. Candidates must be able to work weekday hours in the Pacific Time Zone and have at least 8+ years of executive assistant experience supporting executive team members.

Requirements

• You have a demonstrated interest in and a steadfast commitment to WDN/A’s mission, strategic vision and priorities rooted in collective liberation and the ability to speak to, bridge, and unite a dynamic audience behind our strategic path
• You have 8+ years experience working in executive-level administrative support and hold the highest degree of competence in tech and remote project management, external-facing communications, and relationship management
• Planning, prioritizing, and executing tasks is your professional sweet spot
• You have exceptional organizational skills and a clear understanding of workflow processes with a track record of leaving things better than you found them
• You understand how to translate and operationalize strategic priorities into day-to-day functions
• Your written and verbal communication is proactive, responsive, and excellent
• You can effectively interface with a wide range of stakeholders, across various levels and functions
• You use Google Suite and project management systems [ie. Clickup] with expertise and ease
• You can juggle multiple calendars and multiple platforms, create beautiful presentation decks, manage CRM data, or run a Zoom meeting
• You look for ways to use virtual office technology for efficiency, and you’re not afraid to try new tools
• You effectively manage high-stakes work and you are not easily flustered when faced with new or unexpected situations
• You exercise independent judgment and handle confidential information with discretion and professionalism
• You believe in working together for the greater good and enjoy collaborating with others

Responsibilities

• Develop and streamline systems of organization and prioritization that support the President & CEO in daily operations and special projects
• Manage the President & CEO’s complex calendar and scheduling needs, arranging appointments, meetings, and travel as needed, getting alignment on trade-offs and ensuring enough time between obligations
• Triage incoming communications, tasks, requests, inquiries, and invitations based on urgency and importance
• Collaborate with WDN leadership to ensure the President & CEO is fully informed and well-prepared for upcoming commitments and responsibilities
• Coordinate record-keeping, expense management, itineraries and logistics related to the President & CEO’s travel, speaking engagements, and events
• Support relationship management on behalf of the President & CEO by ensuring timely communications and scheduling with staff, consultants, members, Board members, and external partners
• Conduct research and gather information to support decision-making and problem-solving
• Prepare and organize documents, reports, and presentations for meetings and executive events, taking meeting minutes as needed
• Track and follow up on action items and deliverables to ensure timely completion by the President & CEO
• Anticipate upcoming needs, both internal and external, and proactively prepare, initiate problem-solving, and implement solutions
• Ensure close alignment with the CEO, while independently executing on priorities and initiating collaboration with WDN leadership and other stakeholders as needed
• Provide additional administrative and executive support as needed
• Serve as an administrative liaison to the WDN and WDN Action Boards
• Prepare the Board to engage in meetings by assisting scheduling, logistics, and preparation of materials
• Provide meeting support, including notetaking in coordination with Board Secretaries, to ensure the Board is equipped to engage fully in discussions and to document and execute outcomes
• Support the Chief of Staff to ensure streamlined, engaging meetings, presentations, and communications with WDN and WDN Action Boards
• Plan, execute, and oversee special projects from start to finish, ensuring timelines, budget, and project expectations are met
• Support coordination across team verticals to align project activities, gather information, and ensure seamless project implementation
• Build and manage effective relationships with internal and external stakeholders to ensure project success
• Plan, coordinate, and manage event logistics, and troubleshoot when issues arise
• Build and sustain a culture of collaboration, communication, excellence and accountability
• Collaborate with cross-functional partners on annual planning, strategy, budgeting, and other relevant organization-wide initiatives
• Participate in team meetings and projects, sharing insights, providing thoughtful feedback, and collaborating with colleagues to achieve shared goals
• Follow organizational standards and ensure timely completion of responsibilities
• Support onboarding and training of new team members
• Seek opportunities for professional growth through training, workshops, and self-directed learning
• Contribute to organizational success by continuously learning about industry trends and best practices, updating practices and approaches

Benefits

• The base salary for the Executive Assistant role is $125K/year
• Medical, Dental and Vision Insurance [paid by WDN at 100% for employees and 80% for dependents]
• 401K Contribution [4% of your gross pay contributed by WDN and an additional 3% match of your gross pay]
• 20 Vacation Days, 14 Sick Days and 14 Company Holidays
• Partial Reimbursement of Your Internet and Phone Expenses
• Stipends to Support Remote Office Expenses, Co-Working, and Learning and Development