EXECUTIVE ASSISTANT

Description

Job Department: Executive

Direct Report: Chief of Staff

FLSA Status: Exempt

GWCF Salary Band: B1,L3

Organization Overview

For over 50 years, the Greater Washington Community Foundation has ignited the power of philanthropy to respond to critical community needs and build a thriving region where every person prospers. The Community Foundation is a trusted advisor and navigator helping thousands of individuals, families, businesses, and government partners to identify impactful nonprofits and support the greater good in the communities we call home. As the region’s largest local funder, we have invested $1.7 billion to build equitable, just, and thriving communities across DC, Montgomery County, Northern Virginia, and Prince George’s County. To learn more, visit thecommunityfoundation.org.

Position Summary 

The Executive Assistant is an integral part of the Executive Office, which provides overall leadership and strategic direction for the Greater Washington Community Foundation. Reporting to the Chief of Staff, this role provides critical, high-level administrative and project coordination support to the President & Chief Executive Officer and the General Counsel & Sr. Philanthropic Advisor.

The Executive Assistant will support the day-to-day operations of the Executive Office, help track executive team priorities and follow-up, coordinate closely with The Community Foundation Board of Directors and Board Committees, and partner with the Chief of Staff to prioritize internal and external commitments. This role requires sound judgment, discretion, efficiency, and exceptional client service, as well as the ability to manage complex calendars, communications, meetings, events, and follow-up on behalf of senior leaders. The successful candidate will be well organized, diplomatic, and able to work independently in support of a busy executive environment. Our organization follows a hybrid work structure where employees are expected to work from the office at least three days per week.

In addition to the duties described in this position description, every role at The Community Foundation is expected to contribute to the organization’s overall success and its goals. This may mean that team members will be asked to take on other tasks that may not be listed here. Examples may include working on a project or specific task outside your standard area of responsibility, participating in an organization-wide task force or special initiative, or being asked to support a colleague when needed. Any additional tasks will be determined by the manager of this role in coordination with the leadership team.

Requirements

Primary Responsibilities

Executive Administration

•Oversee and prioritize the daily calendars of the President & CEO and the General Counsel & Sr. Philanthropic Advisor; liaise with staff and communicate with stakeholders on their behalf.

•Manage logistics for meetings, make travel arrangements, and submit expense reports for the President & CEO, General Counsel & Sr. Philanthropic Advisor, and Executive Office.

•Assist in preparing meeting materials, agendas, briefings, and presentations for the President & CEO, General Counsel & Sr. Philanthropic Advisor, and other members of the Executive Office; track key decisions, next steps, and follow-up items to support effective project management across Executive Office priorities.

•Serve as point-of-contact for all payment requests, process invoices, membership fees, grants, and consultant invoices for review and approval.

•Maintain accurate records, ensure distribution lists are updated frequently, and submit contact reports following key meetings with donors and partners on behalf of the President & CEO and General Counsel & Sr. Philanthropic Advisor.

•Partner with internal staff on meeting schedules, ensuring alignment and appropriate presence of the President & CEO and General Counsel & Sr. Philanthropic Advisor at key events and internal meetings.

•Own planning and execution for events hosted or led by the President & CEO and General Counsel & Sr. Philanthropic Advisor, coordinating closely with the Communications team and other internal partners to ensure strong preparation, logistics, materials, follow-up, and stakeholder experience.

•Review and analyze letters, agendas, and memos, determine significance, and route to appropriate personnel in a timely and efficient manner.

•Assist with special projects assigned by the Chief of Staff; represent and staff events on an ongoing basis.

Governance

•Leads scheduling and coordination for all Board and Committee meetings, managing the annual meeting calendar and working with Trustees and staff to confirm dates, logistics, and attendance.

•Coordinates with internal staff across departments to compile, format, and produce the Board book, ensuring materials are accurate, complete, and delivered on schedule ahead of each meeting.

•Partners with the Chief of Staff to develop Board and Committee meeting agendas and presentations, ensuring materials reflect organizational priorities and support productive discussion.

•Develops and finalizes minutes for Board and Committee meetings, ensuring an accurate record of decisions and follow-up items.

•Coordinates Board activities and logistics, including quarterly meetings, committee meetings, catering, and materials preparation; provides support for all Board Committee meetings.

•Maintains the Board of Directors information portal, board acknowledgments, recognitions, and conflict of interest forms.

Office of General Counsel Support

•Provides administrative support for contracts and agreements, including intake, routing for review and signature, execution tracking, and filing of completed documents.

•Maintains tracking tools and organized records for contracts, fund agreements, grant agreements, fiscal sponsorship agreements, and other legal documentation.

•Supports document review and execution processes by coordinating materials, maintaining version control, facilitating e-signature workflows, and tracking required internal approvals.

•Assists with the collection, organization, and tracking of documentation related to gift acceptance, due diligence, and other legal matters

•Drafts routine correspondence related to contract and agreement status (e.g., fund agreement countersignature confirmations, grant agreement execution confirmations) for the General Counsel's review and approval.

General Operational Support

•Provide administrative support to The Community Foundation on an as-needed basis; functions may include front desk responsibilities, answering phones, greeting, and welcoming guests.

•Support All Staff Meetings by gathering agenda items, coordinating meeting materials, tracking follow-up, and assisting with logistics in partnership with the Chief of Staff and other internal staff

Desired Skills and Experience

•Bachelor’s degree preferred. Four to six years of high-level executive expertise required.

•Related work experience, nonprofit or foundation experience preferred.

•Experience working with a Board of Directors and executive-level staff.

•Must be able to meet deadlines in a fast-paced environment and follow through to accurate completion. Has exceptional time management abilities.

•Possess outstanding written and oral communication skills.

•Demonstrates exceptional decision-making and judgment. Possess the ability to perform work independently, expeditiously, and proactively.

•Possess strong analytical and problem-solving skills.

•Demonstrates outstanding organizational and forward-thinking abilities

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•Proficiency with Microsoft Office Suite: Word, Excel, Outlook, and PowerPoint.

•Outstanding customer service and interpersonal skills.

Physical Demands/Work Environment

Physical Demands

•The physical demands and work environment characteristics described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

•While performing duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle or feel objects, tools, or controls; reach with hands and arms; talk and hear. Employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

•The work environment characteristics described here represent those an employee encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

•In the primary environment, the noise level is quiet to moderate, with ambient room temperatures, lighting, and traditional office equipment as found in a typical office environment.