The Executive Coordinator (EC) to the President provides strategic and administrative support for the President and serves as the primary liaison to the NARAL Pro-Choice America Boards of Directors. As the first and frequent point of contact with the President’s Office, the EC must demonstrate responsiveness and professionalism. The EC drives the scheduling, priorities, and communication from the President’s office. This requires constant juggling, and the ability to maintain regular, positive, and efficient communication with all organizational departments and the Board.
- Maintaining calendar—The EC must balance short and long-term scheduling priorities, convene and run scheduling meetings, and be strategic in setting the calendar and communicating about it to all stakeholders.
- Setting strategic priorities—Scheduling is a strategic endeavor. The EC must absorb and understand the strategic priorities of the President and make decisions accordingly. The EC will be able to think through multiple scenarios and make recommendations about schedule that reflect the strategic priorities. The schedule is a moving target. Things change constantly and strategic decisions must be made and communicated in real time.
- Communicating needs, priorities, and decisions – The EC is the center of both incoming and outgoing communication for the President. As such, the EC must be able to communicate in an organized and concise fashion with the Board, the staff, and the President what decisions must be made, what decisions have been made, what questions remain unanswered in order to make decisions, and what information is required to make any given meeting, day or trip a success. The EC must be able to communicate clearly and consistently.
- Preparing President for meetings and events – The EC must gather and compile relevant documents for the President to be prepared for her appointments. This includes communicating the needs to various departments, reading through documents to be certain that they are accurate and complete, and preparing summaries and cover sheets for the President as needed.
- Managing Board Process – The EC is the liaison to the Board. As such, the EC must communicate with the Board about scheduling meetings and providing documents for them to be prepared for meetings. The EC is the first line of communication for the Board. If questions come in from the Board, the EC must be prepared to understand who can provide the answer, solicit the answer, and follow up with the Board in a timely fashion. The EC also has primary responsibility for planning and executing the logistics of Board meetings.
- Managing Administrative Tasks – The EC is responsible for all administrative processes in the President’s office including timecards, receipts, correspondence and routing contracts that must be signed by the President.
- Assisting in Special Projects – The EC must be willing to help with special projects out of the President’s Office including, but not limited to, preparing presentations, assessing organizational best practices, and managing planning processes.
- Manage the day-to-day operations of the President’s Office.
- Manage the President’s schedule for internal and external meetings.
- Manage and book travel arrangements for the President.
- Manage the President’s Office budget including invoice processing, credit card reconciliation, and expense reimbursement.
- Oversee internal and external correspondence for the President. Screen and respond to incoming calls, email and other highly sensitive communications.
- Attend internal leadership meetings, take notes and track action items.
- Act as liaison to the NARAL Pro-Choice America Board of Directors (both the c4 and Foundation Boards), and provide administrative support including correspondence and record-keeping.
- Coordinate all logistics for the in-person Board meetings (generally two for the Foundation and three for the c4 annually) including contract negotiation, material preparations, catering, hotel arrangements and minute taking.
- In conjunction with senior management and the President, identify program materials and other information to keep board members informed of key organizational activities on a regular basis.
- Other projects and duties as assigned by the President.
- Detail-oriented and process-oriented—There are many moving pieces to this job and almost all are too important to slip through the cracks. Tracking incoming requests on a daily basis and clearly communicating to the President and other interested parties where things stand is imperative to a highly functioning office. The EC will follow agreed upon protocols (or suggest changes when protocols need tweaking) with rigorous consistency and recognize doing so as an imperative part of managing all of the details.
- Proactive – The EC will be proactive and forward thinking in getting necessary information, tracking down and confirming key meetings, and making sure the President is prepared for any given day in a concise and organized manner. The EC will be proactive in asking for the assistance required from other staff to meet deadlines and run an efficient office.
- Accountable, solution oriented and positive – The EC must execute in a timely and deadline driven fashion. As with every job, especially one as fast-paced as this one, things will go wrong and challenges will arise and the EC will be expected to evaluate challenges as they arise and bring solutions to the table.
- B.S. or B.A. degree required.
- 5+ years of experience in an executive administrative role (e.g., supporting executive-level staff and/or Board of Directors) required.
- Past experience working with Boards of Directors strongly preferred.
- Meeting planning experience required.
- Up-beat, outgoing, positive attitude required.
- Excellent verbal and written communication skills to include strong writing, spelling and grammatical skills.
- Highly organized with meticulous attention to detail.
- Ability to work independently in a fast-paced, dynamic environment and provide assistance to high-level executives (board members) and handle multiple priority tasks simultaneously.
- Ability to work as a team player with management staff in conjunction with the President.
- Demonstrated success in taking initiative to accomplish tasks.
- Superior interpersonal skills and ability to exercise independent judgment and good discretion. A high degree of diplomacy and confidentiality is required.
- Computer proficiency in MS Office, Excel, Publisher, and web-based research.
To apply for this position, please send a resume and a substantive cover letter to:
NARAL Pro-Choice America
1156 15th Street, N.W. Ste 700
Washington, DC 20005
NARAL Pro-Choice America is an equal opportunity employer. All our positions require a sensitivity to and appreciation of cultural differences.