Foundation for Advanced Education in the Sciences, Inc.

Compensation

Full Description

Job Title: Executive Assistant to the CEO Location: Bethesda, MD (On-site for 2-4 days per week, some telework available) About the Role: The Executive Assistant (EA) to the CEO/Executive Director (CEO) will play a crucial role in ensuring the smooth operation of the executive office. This position requires a dynamic individual who can anticipate needs, think critically, and offer solutions to problems and maintain a high level of professionalism and confidentiality. The EA will provide comprehensive support to the CEO, Board of Directors, and Senior Team. Additionally, the EA will serve as a backup for various administrative tasks working closely with the Director of Administration. Key Responsibilities: Executive and Administrative Support Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy. Work closely with the CEO to keep well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate the CEO’s needs in advance of meetings, conferences, etc. Serve as a liaison and provide comprehensive support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; prepare Board packets; and documents develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Work with the Senior Team to ensure the CEO’s primary organizational goals are met based on key goals and objectives. Coordinate a variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects Create documents, reports, and presentations - collecting and preparing information for meetings with staff and external stakeholders, composing and preparing correspondence, maintaining contact lists, completing expense reports. Prepare and track budgets for meetings, special events, and all-staff gatherings. Draft, review, and proof-read correspondence, presentations, reports, and other communications to internal and external stakeholders. Proactively manage the CEO's calendar, make travel arrangements, handle reservations, and organize internal and external meetings, special events, and all-staff gatherings. Attend meetings assigned by the CEO, take minutes, identify action items, and work with managers to assign and track these items. Create internal newsletters and weekly update emails in collaboration with department heads. Prepare monthly expense reports for the CEO. Support special events and Board meetings, including ordering catering, reserving venues, obtaining quotes, and working with other FAES team members as needed. Update and maintain FAES Slack Channel or comparable web application. Provide other administrative assistance as needed. Fundraising and Business Development Support Assist the CEO in fundraising and business development by coordinating and preparing materials for donor and partner meetings, calls, and site visits. Prepare, edit, and submit proposals, letters of inquiry, and other communications, ensuring clarity, accuracy, readability, and professional presentation. Collaboratively manage donor proposal processes with the CEO, including tracking timelines, ensuring appropriate review, and maintaining fundraising records and policies. Prepare, track, and manage gift agreements, and provide tax acknowledgment and thank you correspondence to donors. Support outreach needs to external partners. Requirements: A strong work ethic, a solutions-oriented mindset, and a desire to contribute to a collegial atmosphere. Ability to work independently to solve problems, be a self-starter, and manage time well. Exceptional writing, research, and presentation skills. Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities. Advanced skills using office programs (Word, Excel, PowerPoint, etc.), virtual meeting technologies (Zoom, MS Teams, etc.), general database administration, and calendars. Exceptional interpersonal skills exhibiting tact and poise at all times. Limited evening and weekend work to support Board meetings and events (approx. 5 to 6 times a year) Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround time. Ability to adapt quickly and switch focus as needed Proficient in managing a high volume of tasks and projects with minimal supervision. Ability to handle confidential information with discretion and utilize appropriate independent judgment - this role will have access to high-profile people and projects and must be able to manage confidential information with the utmost care and will be required to sign a non-disclosure agreement (NDA). Must be able to successfully pass a background check. Salary Range $75K - $90K plus generous benefits FAES is an Equal Opportunity Employer. FAES provides equal employment opportunity for all applicants and employees. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, gender, gender identity, marital status, age, disability, veteran status, sexual orientation, national origin, or any other category protected by applicable federal and state law, or local ordinance. FAES also makes reasonable accommodations for disabled applicants and employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.