Executive Assistant
Washington, DC
Category: Administrative
Reference ID: 10042507
Shortcut: http://addisongroup.gosnaphop.com/VMHo2n
Job Title: Executive Assistant
Location: Washington, DC (Hybrid – In-office Tuesday, Wednesday, and Thursday preferred)
Industry: Healthcare Research / Nonprofit
Pay: $30/hour
Type: Contract-to-Hire (~6-month contract before conversion).
Hours: 37.5 hours/week
Background Check: Required
About Our Client:
A mission-driven nonprofit organization dedicated to funding research that helps make informed healthcare decisions. This organization values collaboration, innovation, and stakeholder engagement to drive meaningful change in the healthcare industry.
Job Description:
The Executive Assistant will provide high-level administrative and project support to two senior executives in the Strategy department. This role requires exceptional calendar management, organizational skills, and proactive problem-solving to support executive operations efficiently.
Key Responsibilities:
- Calendar Management:
- Manage and coordinate complex calendars, resolving scheduling conflicts efficiently.
- Ensure meeting agendas and materials are prepared in advance.
- Use strategic holds when necessary to prevent scheduling conflicts.
- Meeting & Event Coordination:
- Schedule and coordinate logistics for internal and external meetings.
- Prepare and distribute meeting materials, track action items, and follow up on deliverables.
- Work with event planning teams for department-wide meetings and retreats.
- Administrative & Special Projects:
- Draft and edit documents, presentations, and reports.
- Assist in creating visual data representations (charts, graphs, organizational charts).
- Coordinate travel arrangements and process expense reports.
- Serve as the primary point of contact for executive offices.
- Cross-Team Collaboration:
- Partner with other administrative staff to ensure efficient workflow and meeting coordination.
- Support onboarding of new hires within the department.
- Maintain organizational files and department resources on SharePoint.
Qualifications:
- Experience:
- 10+ years of administrative support experience.
- Minimum 5 years supporting C-suite executives with high-volume scheduling across multiple time zones.
- Strong calendar management skills with a proactive approach to scheduling and logistics.
- Technical Skills:
- Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
- Familiarity with Zoom and GoToMeeting preferred.
- Experience with Visio or other data visualization tools is a plus.
- Soft Skills:
- Highly organized with exceptional attention to detail.
- Strong interpersonal and relationship-building abilities.
- Professional, polished demeanor with proactive problem-solving skills.
- Ability to handle confidential information with discretion.
Perks:
- Opportunity to work in a mission-driven environment.
- Hybrid work schedule (3 days in-office).
- Exposure to healthcare research initiatives and nonprofit leadership.
Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.
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