What are the responsibilities and job description for the Executive Assistant position at Pinkston?
Position Summary
The Executive Assistant primarily supports Pinkston's CEO as well as three other senior executives by managing essential administrative and operational tasks to ensure efficiency and success in a fast-paced environment. This role requires a high level of professionalism, confidentiality, and organizational skills, as well as 3-5 years of relevant experience. Key responsibilities include managing the CEO's schedule, handling email communications, coordinating meetings, overseeing projects, and liaising with internal teams and external clients.
This role is ideal for a highly organized, proactive professional looking to make a significant impact by supporting a dynamic leader. If you have strong experience in executive-level support and thrive in a collaborative environment, we encourage you to apply!
Position Details
Core Competencies
Required
Pinkston is a strategic communications firm that builds world-changing outcomes for its clients and their communities. For more than 20 years, Pinkston has helped clients in a diverse range of industries find and refine their stories and share them with the world in unique and impactful ways. Our vision is to help our clients solve their toughest strategic challenges and make an outsized impact on their organization and the worlds they touch.
Benefits
Pinkston offers a comprehensive benefits package that includes company-sponsored health, dental, and vision plans accompanied by employer-funded life insurance, HRA, and short-term disability plan. Optional long-term disability and additional Life Insurance are also available. Pinkston provides a 401k retirement plan and contributes to each employee's retirement annually regardless of employee participation.
At Pinkston, we believe great things happen when people come together and are committed to building a collaborative in-person work environment. Pinkston is also committed to a healthy work-life balance. We offer flexibility through an innovative hybrid work model that gives team members the opportunity to work from home 30% of the time. Pinkston provides generous holiday and vacation policies, paid parental leave, and an additional week of paid "volunteer time off" to encourage employees to invest time in a 501C non-profit of their choice.
Equal Opportunity Employer
Pinkston is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Pinkston makes hiring decisions based solely on qualifications, merit, and business needs at the time.
The Executive Assistant primarily supports Pinkston's CEO as well as three other senior executives by managing essential administrative and operational tasks to ensure efficiency and success in a fast-paced environment. This role requires a high level of professionalism, confidentiality, and organizational skills, as well as 3-5 years of relevant experience. Key responsibilities include managing the CEO's schedule, handling email communications, coordinating meetings, overseeing projects, and liaising with internal teams and external clients.
This role is ideal for a highly organized, proactive professional looking to make a significant impact by supporting a dynamic leader. If you have strong experience in executive-level support and thrive in a collaborative environment, we encourage you to apply!
Position Details
- Status: Non-Exempt
- Location: In-Person, Falls Church, Virginia
- Travel: 0% - 5%
- Reports To: Christian Pinkston, CEO
- Support to the CEO and President:
- Manage CEO's and President's calendars to optimize productivity and appropriately prioritize personal and professional commitments
- Proactively manage CEO and President's email, including drafting responses for review and prioritizing communications
- Act as a trusted partner to the CEO by managing deadlines and follow-through for action items, tasks, client requests, and critical issues
- Anticipate needs and contribute to the CEO's and organization's success by proactively identifying solutions
- Cross-Functional Liaison:
- Act as a liaison between the executives, internal teams, and external stakeholders, ensuring seamless communication and follow-through
- Track and coordinate action items, project deadlines, deliverables, and priorities with internal stakeholders
- Meeting Coordination and Execution:
- Schedule and organize meetings, including:
- Arranging catering
- Printing and preparing materials
- Coordinating transportation
- Setting up and cleaning meeting spaces
- Attend meetings to take detailed notes, document action items, and provide summaries to attendees
- Compile research into fact sheets to prepare CEO and executives for meetings with external clients or partners
- Support special projects such as logistical planning for conferences and events
- Conduct debriefs with stakeholders to assess meeting outcomes and establish follow-up actions
- Ensure that action items are assigned, tracked, and completed within established deadlines
- Administrative and Ad Hoc Support:
- Handle administrative tasks for up to 4 senior executives, including:
- Expense reporting and budget tracking
- Organizing travel itineraries
- Managing event logistics
- Address unforeseen tasks and issues promptly and effectively
Core Competencies
- Professionalism and Confidentiality: Maintain discretion and handle sensitive information with care
- Time Management and Prioritization: Strong organizational skills to efficiently manage multiple tasks and deadlines
- Written and Verbal Communication: Clear, professional, and concise communication with internal and external stakeholders. (and the ability to adapt to the CEO's writing voice and style)
- Collaboration and Relationship Building: Ability to work effectively with executives, teams, and clients
- Problem-Solving: Resourcefulness to address challenges and propose effective solutions
Required
- Experience and comfortability working with non-profit organizations, religious institutions, and policy-oriented clients across the entire political spectrum
- Bachelor's Degree or equivalent work experience
- At least 3-5 years of experience as an Executive Assistant or in a similar role supporting senior leadership
- Proven ability to manage executive-level schedules, emails, and projects effectively
- Advanced proficiency in Google Workspace (Calendar, Docs, Sheets, Slides, Drive) and MacOS tools.
- Strong organizational skills with meticulous attention to detail
- Alignment with Pinkston's guiding principles
- Experience in a fast-paced or high-profile work environment
Pinkston is a strategic communications firm that builds world-changing outcomes for its clients and their communities. For more than 20 years, Pinkston has helped clients in a diverse range of industries find and refine their stories and share them with the world in unique and impactful ways. Our vision is to help our clients solve their toughest strategic challenges and make an outsized impact on their organization and the worlds they touch.
Benefits
Pinkston offers a comprehensive benefits package that includes company-sponsored health, dental, and vision plans accompanied by employer-funded life insurance, HRA, and short-term disability plan. Optional long-term disability and additional Life Insurance are also available. Pinkston provides a 401k retirement plan and contributes to each employee's retirement annually regardless of employee participation.
At Pinkston, we believe great things happen when people come together and are committed to building a collaborative in-person work environment. Pinkston is also committed to a healthy work-life balance. We offer flexibility through an innovative hybrid work model that gives team members the opportunity to work from home 30% of the time. Pinkston provides generous holiday and vacation policies, paid parental leave, and an additional week of paid "volunteer time off" to encourage employees to invest time in a 501C non-profit of their choice.
Equal Opportunity Employer
Pinkston is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Pinkston makes hiring decisions based solely on qualifications, merit, and business needs at the time.
