Administrator, Executive Team

This position requires weekly in-office work a minimum of (3 days) in our Washington D.C. office under a hybrid working model.

All applicants are encouraged to submit a cover letter.

Position Summary

Under direction of the Chief of Staff & Director, Strategic Initiatives, the Executive Team Administrator plays an essential role in providing high-level administrative and project management support to the President & CEO, selected committees, and staff. This role requires exceptional organizational skills, proactive management of schedules and priorities, and the ability to anticipate and coordinate key administrative operational needs.

Duties include, but are not limited to, managing the schedule of the President & CEO; ensuring the timely coordination of committee meetings; preparing and distributing meeting correspondence and presentation materials; regularly updating and maintaining accurate records; and providing a broad range of office and administrative support to the Executive Office.

Essential Duties And Responsibilities

• Manages the daily administrative operations for the President & CEO, including scheduling appointments, conferences, speaking engagements, and other commitments. Coordinates and manages all travel arrangements for the President & CEO, ensuring efficient handling of lodging, flights, and relevant materials. Prepares comprehensive travel itineraries and supporting documents. Handles scheduling adjustments and/or cancellations as needed to ensure seamless coordination.
• Oversees and responds to all incoming meeting and speaking requests, gathering and assessing relevant background information to support informed decision-making.
• Collaborates with the Marketing & Communications team and other staff to prepare talking points, speeches, and presentation materials for engagements, conferences, and interviews.
• Facilitates a smooth and efficient flow of information between all levels of the President & CEO’s internal and external stakeholders on a wide spectrum of LeadingAge’s plans and priorities.
• Screens, prioritizes, and drafts responses to incoming correspondence based on the President’s preferences, office policies, and strategic priorities. Reviews and finalizes correspondence, reports, and documents for accuracy and consistency with association standards.
• Initiates staff follow-ups to ensure timely responses and adherence to communication and/or reporting deadlines. Manages documents requiring the President’s signature, such as correspondence, expense reports, contracts and checks. Distributes communications on behalf of the President and Executive Office as needed.
• Prepares and processes recurring reports and financial statements, including expense reimbursements, donation reports, invoices, and other financial documents on behalf of the President & CEO, board members, and senior leadership team, as needed. Ensures accurate documentation and coding, in adherence with association policy and processes. Manages invoicing for reimbursable expenditures with necessary supporting materials.
• Maintains organized and accessible shared files for the Executive Office, ensuring adherence to association retention policies. Regularly updates records, committee lists, and reports, ensuring accuracy and accessibility.
• Coordinates logistics for meetings and special events sponsored by the Executive Office. Responsibilities include drafting event communications, selecting venues, coordinating catering and vendor relationships, and providing on-site logistical support.
• Maintains a working knowledge of executive priorities, the strategic plan, and organizational initiatives to provide informed support to Board members, State Executives, committee members, and staff.
• In collaboration with the Chief of Staff, co-manages committee meetings, maintaining updated rosters, scheduling annual and ad hoc meetings, and ensuring timely engagement with stakeholders. Oversees and manages the annual committee meeting calendar, ensuring calendar is up to date and calendar invitations and materials are distributed on schedule.
• Serves as the primary liaison to assigned committees, task forces, and working groups, ensuring the timely preparation and distribution of meeting materials. Communicates key information to committee members, maintains up-to-date records of meeting documentation, and takes meeting minutes when needed. Administers the LeadingAge Board and Committee portal in partnership with the Chief of Staff.
• Serves as the primary reporting and database contact for the Executive Office, building reports and/or collecting and compiling data from other teams to support Executive Office reporting goals and monitoring progress on strategic priorities.
• Models LeadingAge core values of community, catalyst, courage and stewardship and is committed to fostering a diverse, equitable and inclusive community where all can meaningfully contribute and thrive.
  
  

Diversity, Equity, & Inclusion Commitment

LeadingAge recognizes the intersectionality of ageism, racism and other forms of discrimination. We are committed to being a just, inclusive, antiracist and equitable community that values and honors the unique qualities, wisdom and lived experience of all people. We are steadfast in our commitment and will invest in opportunities to foster a diverse, equitable and inclusive community, where all are able to meaningfully contribute and thrive.

Qualifications, Knowledge And Skill Required

• A BS/BA in Business or an equivalent combination of education and experience is required. A minimum of five years’ experience supporting senior-level executives is essential, with a demonstrated ability to manage complex schedules, oversee committee operations, and navigate governance functions with a proactive and organized approach. Strong organizational skills and attention to detail are critical, along with the ability to handle competing priorities effectively.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint, is necessary.
• Exceptional written and verbal communication skills are required, with experience drafting professional correspondence and preparing meeting materials. This role demands discretion and sound judgment in handling sensitive information, as well as the ability to anticipate challenges, propose solutions, and ensure smooth operations in a dynamic environment. A highly collaborative approach is essential, as this role requires working closely with multiple stakeholder groups, coordinating diverse assignments, and maintaining seamless communication across teams. A high degree of tact, diplomacy, and professionalism is essential.
  
  

Compensation & Benefits

The salary range for this D.C. based position is $81,149-$85,420 based on a 37.5-hour work week for this exempt position. Salary offered may vary depending on relevant factors as determined by LeadingAge, which may include, but are not limited to, background and experience, knowledge, skills and abilities, certifications and licensures internal salary ranges, geographic location and other organizational needs. Salaries for candidates hired outside of the DMV will have salary adjusted using Economic Research Institute’s, Geographic Tool Assessor .

For Full-time Positions, We Offer

• Unlimited Vacation after successful completion of the introductory period
• 15 hours of Volunteer Time; 22.5 hours of Personal Time
• Accrue 12 days of sick leave per year, to maximum of 60 days or 450 hours.
• The full health & wellness benefits package includes medical, dental, short- and long-term disability and life insurance. Generous employer contributions to medical, dental and vision premiums. Employer paid short- and long-term disability life & AD &D and long-term care.
• Employer contribution to Health Savings Account (HSA)
• Discounted on-site parking.
• 11-paid holidays
• Opportunity to join our 403(b) savings & retirement plan upon hire by making voluntary contributions. After you have completed one year of service, LeadingAge will match up to 3% of your own per pay period contribution. And LeadingAge will contribute an additional 4% of your semi-monthly gross salary each pay period as a basic employer contribution.
  
  

Ada Specifications

• Ability to communicate information and ideas so others will understand.
• Ability to learn/translate/refer to technical material and produce extensive written communications.
• Ability to travel to external meetings both locally and nationally, including periodic overnight travel.
• Ability to work extended hours on occasion.
• Normal work requires frequent use of the telephone and computer (monitor, keyboard, mouse).
• Ability to be mobile at Annual Meeting; Leadership Summit Conference; and other meetings and events.
• May be required to move about frequently in the office to access file cabinets, office equipment, attend meetings, etc.
• May require standing/sitting for prolonged periods of time during meetings and conferences.
• Must be able to communicate in large gatherings and conduct educational seminars with technology so others will understand. visual equipment.
  
  

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary.

Applicants in need of special assistance or accommodation during the interview process or in accessing our website may contact us by sending an email to employeeexperienceteam@leadingage.org. In your email, please include your name and preferred method of contact, and we will respond as soon as possible.

We are an equal opportunity employer committed to attracting and maintaining a diverse work force. We seek talented, dedicated professionals who have a genuine interest in helping us fulfill our promise to: Inspire. Serve. Advocate. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, status as a crime victim, disability, protected veteran status or any other characteristics protected by federal and District of Columbia laws.