Job Openings

About the Position

The Executive Assistant provides high-level administrative support to the leadership team, helping to ensure the smooth and efficient operation of daily activities. This role includes managing schedules, coordinating meetings and travel, preparing and editing documents, handling internal and external communications, and supporting basic financial and compliance tasks. The Executive Assistant may also assist with special projects and occasional personal tasks for leadership. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a dynamic environment.

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Essential Responsibilities

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Calendar & Meeting Management 

1. Manage complex calendars- schedule and confirm all meetings, ensuring necessary logistics are finalized including meeting agendas

2. Take detailed notes during key meetings and track follow-up tasks

3. Support scheduling and material preparation for board meetings 

4. Maintain accurate tracking of contacts, tasks, and information requests

 

Communication & Administrative Support

1. Handle information with discretion and maintain confidentiality on all matters

2. Craft communication to internal and external audiences on behalf of the leadership team and manage the leadership team’s inboxes 

3. Prepare correspondence, including special cards, gifts, and client communications

4. Assist with special projects through research and planning support

5. Maintain digital and physical filing systems to ensure easy retrieval of key documents

6. Utilize office technology platforms (e.g., Google Workspace, Zoom, Asana) to manage schedules, documents, communications, and project workflows efficiently

7. Identify and recommend improvements to administrative processes and systems

8. Review internal and client facing documents

9. Research and procure necessary hardware and software

 

Event Planning & Logistics 

1. Maintain a calendar of conferences and coordinate registration and logistics

2. Plan and execute internal and external events (e.g., board meetings, trainings, public programs, and celebrations) 

3. Coordinate with external vendors/guests for event logistics, contracts, and payments, ensuring seamless execution of all events

4. Actively monitor and manage budgets for hosted events, ensuring cost-effectiveness and alignment with organizational goals

5. Ensure that the office is appropriately stocked for events with appropriate office and event supplies

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Travel Coordination 

1. Search for optimal flight/hotel itineraries to minimize unnecessary spending while maximizing route efficiency and convenience

2. Monitor and adjust as needed for travel delays or changes

3. Schedule meetings during travel, maintain a list of key contacts in frequently visited cities

 

Finance & Accounting

1. Manage expense reports and reimbursements. Track expenses and file reports in compliance with organizational policies

2. Support the Director of Operations in client invoicing and billing 

3. Assist the Director of Operations with basic accounting and bookkeeping tasks

4. Ensure timely submission of state and federal business reporting and filings

 

Personal Support 

Personal assistant responsibilities (~10%) are a component of the overall role, supporting work-life balance for the leadership team which will enable them to be more productive in their professional lives. Tasks may include:

1. Occasional appointment booking

2. Arranging personal travel

3. Running errands such as dry cleaning, post office, and other miscellaneous errands as needed

 

Working Conditions

• This position is based in Washington, D.C. and requires in-office working hours (2-3 days in person; ability to work remotely on remaining days)

• Ability to travel on occasion to conferences and meetings

• Availability to work occasional nights as necessary, this will be compensated with comp days/hours

 

Benefits

• Generous health insurance plan

• Stipend for remote work expenses and office supplies

• Liberal PTO and wellness leave

• Flexible hybrid work opportunities

• Opportunities for professional development

• To ensure the team has opportunity for rest the office is closed the last week of the year

• Access to office gym including free fitness classes and sauna 

 

Qualifications 

• Bachelor’s degree preferred or combination of commensurate education and experience

• Minimum 3 years of EA experience supporting executive-level leadership required

• Experience supporting organizations with state and federal business filings preferred (such as work with the DC Office of Tax and Revenue, IRS, etc)

• Demonstrated experience with technology to increase organization and productivity, including familiarity with project management tools (e.g. Asana, Google Workspace) and ability to learn new software quickly

• Highly organized and detail-oriented 

• Outstanding verbal and written communication skills

• Exceptional interpersonal skills with the ability to build relationships

• Ability to work collaboratively and independently

• Commitment and passion for cultivating an inclusive work environment

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To Apply: 

Closed for new applications.

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Interested candidates should submit the following by May 28th, EOD for consideration: 

• Resume 

• Cover Letter (optional- see below) 

• Writing Exercise: Please prepare a brief memo (no more than 2 pages) to the leadership team outlining your plan for your first 30 days at ResearchEd. This should include how you will begin to execute the job duties outlined above, and can include areas in which you would require more information to make a decision and/or questions for the leadership team. Please include examples of successful strategies that you would consider applying based on your past experience, and to the extent possible incorporate context relevant to ResearchEd based on what you know of the organization and its needs. 

 

A cover letter is not required but candidates who wish to explain something in their resume or expand on experience not fully captured by their resume may submit one.