Special Assistant to the CEO

TITLE: Executive Assistant

POSITION OVERVIEW

The Washington Area Community Investment Fund (Wacif) seeks a full-time Executive Assistant (EA), who will serve as the primary assistant to Wacif’s CEO and is an exceptional, highly organized individual with unwavering attention to detail. The EA is guided by Wacif’s mission to promote equity and economic opportunity in underserved neighborhoods in the Washington, D.C. region. Duties will include managing the CEO’s schedule and ensuring that the CEO is prepared for daily objectives. This position involves providing administrative support to senior executives as well as Wacif’s Board of Directors who rely on the EA to provide timely, concise, and reliable information, and ensure that the CEO is thoroughly prepared for a variety of speaking engagements, events, and meetings. This position is best suited for an individual with superior strategic thinking skills who can provide a variety of administrative support to the CEO’s time effectively given constant competing demands.

REPORTS TO: Chief Executive Officer (CEO)

DUTIES & RESPONSIBILITIES

Schedule and Calendar Management

• Working closely with the CEO to determine daily, weekly and monthly priorities, and associated meetings, tasks, and preparation needed
• Collaborate closely with the broader Executive Team, including Chiefs, Directors, and Program Managers across departments to align on priorities and scheduling needs on a daily, weekly and monthly basis.
• Manage the CEO busy and constantly changing calendar.
• When necessary, follow up with staff and other stakeholders with outstanding requests.
• Communicate scheduling needs and changes to staff and external partners.
• Schedule meetings and conference calls for the CEO.
• Coordinate travel and lodging arrangements, as needed.
• Arrange logistics for in-person meetings including booking meeting space, restaurant reservations, and occasional catering, etc.
• Coordinate logistics for speaking engagements and handle special event invitations on behalf of the CEO.

Administration:

• Compile the CEO’s expenses and receipts and prepare and submit company credit card and reimbursement reports with accurate financial codings.
• Compile the CEO’s hours and accurately submit time to grants and general billing codes in timekeeping system.
• Display the utmost level of discretion and ethical standards in managing, organizing and safeguarding highly confidential material.

Board Administration

• Act as System Administrator of board management software.
• Serve as a liaison with CEO and Board Chair on board meeting planning and logistics.
• Assist the Board Chair with he administration of the Board of Directors.
• Compile and distribute board reporting for Wacif board meetings.
• Coordinate logistics for Wacif board meetings, including location, food, printing, technology needs, etc.
• Draft board resolutions.
• Manage board contact information, distribution lists, and other board-related compliance tasks.

Other Duties as Required or Assigned

• Support the Executive Team on projects and assignments.
• Completes special projects and research, as assigned.
• Additional duties and responsibilities may be assigned by management as deemed appropriate.

QUALIFICATIONS

• *Candidate must be fully vaccinated for COVID-19.
• Post-secondary degree preferred or equivalent work experience.
• A minimum of 3-5 years’ work experience, with 1 year of experience in an administrative role required, preferably assisting a high-level executive.
• Expert organizational and follow-up skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Outstanding verbal and written communication skills with a variety of stakeholders (internal and external).
• Ability to anticipate needs, be a self-starter, work independently, and solve problems autonomously (and sometimes creatively) and knows when to ask for guidance.
• Proficiency with MS Office Suite/Outlook productivity suite (calendar, email, drive, documents, etc.).
• Ability to utilize or quickly learn technical tools such as video conferencing (MS Teams, Zoom), email management, project management and messaging tools.
• A keen attention to detail and a positive collaborative can-do attitude.
• Flexibility, adaptability, and patience in dealing with multiple quickly shifting priorities and demanding timelines.
• Proven ability to handle confidential information with discretion.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Passionate about Wacif’s mission.

About the Washington Area Community Investment Fund (Wacif)

The Washington Area Community Investment Fund (Wacif) advances equity and opportunity in the Washington, D.C. area’s underserved communities by providing financial capital, business advisory services, and strategic networking support to underinvested entrepreneurs. Since its inception in 1987, Wacif has deployed more than $100 million in capital, served more than 4,500 entrepreneurs with business advisory services, and helped create or retain more than 44,000 local jobs. To learn more about Wacif’s work, visit www.wacif.org.

COMPENSATION

Competitive salary commensurate with experience. Medical, Dental, Vision, Life & Disability coverages available. 401(k) retirement plan (employer matching contribution eligible); paid time off (increased with tenure), paid holidays and sick leave days, transportation benefits, and education assistance benefits (professional development, tuition reimbursement, and student loan repayment).

Wacif is an equal opportunity employer and welcomes candidates from diverse backgrounds.

Wacif provides a flexible and hybrid working environment with the opportunity to work remotely.

Job Type: Full-time

Pay: $28.84 - $36.06 per hour

Expected hours: 40 per week

Schedule:

• Monday to Friday

Work Location: In person

Salary : $29 - $36