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National Geographic Society · 1 month ago

Executive Assistant (Marketing & Brand)

Washington, DC

Full-time

Hybrid

Mid, Senior Level

$37.91/hr - $39.91/hr

5+ years exp

National Geographic Society is a trusted non-profit organization known for its impactful mission programs. The Executive Assistant provides confidential administrative support to the Chief Marketing & Brand Officer, managing schedules, travel, and various administrative tasks to ensure efficient workflow and collaboration within the Communications division.

Non Profit

No H1B

Responsibilities

Proactively manages the CMBO’s day utilizing excellent prioritization skills, discretion, and tact while maintaining complete confidentiality and discretion. This includes, but is not limited to:

Full calendar management including strategic scheduling and thoughtful coordination with internal and external constituents

Ensuring the CMBO is appropriately prepared for meetings through succinct communications and compilation of accurate briefing materials

Facilitating ad hoc meetings, such as programmatic meetings, external meetings, and Communications All Hands meetings through the preparation of agendas, PowerPoint presentations, logistical planning (catering, meeting spaces, technology), and timely communications

Preparing and disseminating directives and action requests to others on behalf of the CMBO to ensure efficient workflow. Monitors deadlines, follow up on delegated tasks and provides reminders

Works closely with the CMBO when planning and coordinating CMBO travel including the compilation of appropriate briefing materials, coordination with other travelers, booking arrangements (air, hotel, ground, transfers), monitoring travel restrictions, keeping visas and passports up-to-date, and monitoring CMBO’s needs while on the road

As appropriate, the EA also works closely with the CFOO’s and CEO’s office, as well as other senior team member offices, for CMBO -related travel including developing and updating itineraries, booking transportation, confirming meetings, and gathering all relevant briefing materials

Independently manages a variety of administrative tasks for the CMBO including expense reports, reimbursements, and invoice submissions in a timely and efficient manner

Maintains and develops their expertise as an EA. Attends training and/or conferences, as appropriate, to support personal expertise development

Supports the CMBO to manage and address divisional needs, including:

Attends weekly Communications leadership meetings and works alongside the team to drive the work of the division and ensure collaboration that facilitates effective working relationships across the Society

Creates agendas for regular cross-divisional meetings and maintains meeting minutes

Qualification

Calendar managementCommunication skillsOrganizational skillsMicrosoft Office SuiteCritical thinkingMulti-taskingInterpersonal skillsAttention to detailInitiative

Required

Bachelor's degree preferred or equivalent work experience

5+ years of progressively responsible experience in administrative positions, including at least two years in an executive office

Experience working in a fast-paced matrixed office required

Excellent administrative, organizational, and oral/written communication skills are required

Ability to multi-task and anticipate needs, discern priorities, and meet deadlines with exceptional attention to detail

Proven ability to exercise good judgment and critical thinking while maintaining confidentiality

Professional demeanor and high level of comfort working with high profile and high net-worth individuals

Ability to take initiative and work well in a deadline-oriented, fast-paced, and high-pressure environment with superior follow-up skills

Ability to interact effectively with all levels of employees including executive/senior staff, Board of Trustees, dignitaries, and other special representatives

Excellent oral and written communications skills, and excellent organizational skills with high attention to detail

Ability to operate independently, prioritize, and meet deadlines

Good computer skills across a suite of office computer programs including Microsoft Word, Excel, Google documents, Keynote, PowerPoint, and experience with basic online research

Preferred

Demonstrated interest in the priority areas of the National Geographic Society

Benefits

Medical, dental, and vision insurance

Engaging and comprehensive wellness program

401(k) retirement savings plan with matching contributions after 6 months of employment

Flexible paid time off benefits with up to 22 days of paid annual leave per calendar year (15 days for new hires in their first year, prorated based on the number of pay periods remaining in the year) and 10 days of sick leave

12 paid holidays and a paid winter break between December 25 and 31 (May not apply to all roles that are required to work during high volume seasons or essential workers. Please check with the hiring manager for confirmation.)

Paid parental leave

Adoption and surrogacy expense reimbursement

Fertility benefits

Learning and development opportunities

Lifestyle Spending Account

Pet adoption assistance and insurance

Pre-tax transportation benefits with a generous employer subsidy

Employer-paid life insurance and disability benefit

A variety of National Geographic discounts and perks