Executive Assistant, Office of the President

ABOUT US

Democracy Fund is an independent and nonpartisan, private
foundation that confronts deep-rooted challenges in American
democracy while defending against new threats. Since 2014, we have
made grants of more than $275 million in support of those working
to strengthen our democracy through the pursuit of a vibrant and
diverse public square, free and fair elections, effective and
accountable government, and a just and inclusive society. In
addition to grantmaking, Democracy Fund advocates for better
solutions and works with partners to grow philanthropic support for
our democracy.

Democracy Fund champions leaders and organizations who defend
democracy and challenge our political system to be more open, just,
resilient, and trustworthy. We believe experimentation, learning,
and adaptation are key to the health and resilience of any system,
whether it is our organization or the American political system. As
grantmakers, we focus on listening and being of service to our
grantees, who are visionaries and our collaborators, and on ways we
can more deeply embed diversity, equity, and inclusion as our
values central to the success of our work and mission. To learn
more, visit www.democracyfund.org and www.democracyfundvoice.org .

POSITION SUMMARY

The Office of the President supports the leadership of the
organization’s chief executive in order to provide strategic
direction for the organization. The office also enables special
initiatives and experimental grantmaking at the organization and
supports external leadership in the field.

The Executive Assistant provides high-level administrative
support to, and serves as the first point of contact for, Democracy
Fund’s Office of the President, which includes our President, his
Chief of Staff, and the two Managing Directors of Program. The
Executive Assistant should be a systems thinker who will quickly
come to understand the nature of the organization’s work and
mission, as well as how the different teams at Democracy Fund
interact. This role will serve as an anchor within the Office of
the President, connecting and working with every part of our
organization and with external audiences to support open
communications, smooth collaboration, and increased
efficiencies.

We will look to the Executive Assistant to help us design and
manage internal team processes, coordinate meetings and events,
provide support for grantmaking and team-level accounting,
andprovide administrative and coordination support of key
tasks for the team and across the organization. The successful
candidate will be a resourceful, highly-collaborative team player
who possesses strong written and verbal communication,
administrative, and organizational skills, and who excels at
maintaining a realistic balance among multiple priorities. Able to
work independently on projects from conception to completion, the
ideal candidate will enjoy meeting deadlines, designing and
refining processes to make them run smoothly, and enhancing
internal communication.

This role reports to the Chief of Staff in the Office of the
President.

PRIMARY RESPONSIBILITIES

The Executive Assistant’s primary responsibilities will include,
but are not limited to, the following:

HIGH-LEVEL, ADMINISTRATIVE EXECUTIVE
SUPPORT

Responsible for overall administration and coordination for the
Office of the President, including managing appointments, arranging
all travel logistics, managing expense reports, and other
administrative tasks as needed.

Provide support for meetings, including agenda development,
facilitation support, scheduling, preparing any necessary
technology, ensuring compilation and sharing of relevant background
information, notetaking, and overseeing follow-up communications or
next steps.

Work closely with both the President and the Managing Directors
of Program to keep them well informed of upcoming commitments and
responsibilities.

Take initiative by following up and following through, and
prioritizing conflicting issues to ensure that all team and
organization-level objectives are met

Coordinate closely with, and provide backup support to, the
Executive Assistant to the Chief Operating Officer, as needed.

OPERATIONAL SYSTEMS & PROCESSES

Design and facilitate core operational systems and processes to
help the Office of the President run smoothly.

Work with Democracy Fund staff and consultants to manage
contract administration, expenses, honoraria, and invoices. Monitor
and proactively follow up on workflows for grants, contracts, and
payments.

Support team-wide budgeting processes such as annual planning,
tracking spending, and regular reforecasting.

Provide administrative support for grantmaking, such as
management of the team’ grant pipeline, tracking deadlines, and due
dates for reports and payments.

Manage and organize Office of the President data, including
contacts, meeting agendas, and files. Use discretion and good
judgment when managing documents with confidential
information.

In coordination with the Partnerships Team, track and support
engagement with peer funders, including supporting management of
contact database when needed.

On occasion, provide project management for special
initiatives, and provide additional capacity on key
cross-organizational initiatives.

BOARD MANAGEMENT & GOVERNANCE

Support the Chief of Staff in coordinating communications and
logistics for all board business, including correspondence with
board members’ executive assistants, event planning, drafting and
proofreading board meeting materials, etc.

Support correspondence with the Board of Directors, calendaring
and logistics for board meetings, and assisting in the preparation
of board materials.

INTERNAL & EXTERNAL COMMUNICATIONS

Help ensure clear communications across the Office of the
President and between the team and the broader organization,
including regular drafting of all staff updates.

Track, manage, and follow up on existing and incoming external
contacts with professionalism, cultivating ongoing relationships as
needed.

Partner with other executive assistants and team coordinators
to support organization-wide workflow planning and keep the Office
of the President informed of key priorities and bottlenecks.

Support the President and Managing Directors in fostering
connections with staff by proposing and implementing initiatives
that build a trust-based, inclusive culture.

Support our Strategy, Impact, and Learning Practice (SILC) in
building a culture of learning across the organization.

TEAM MEMBER

Support receptionist with office administration, including
providing coverage at front desk as needed.

Provide additional capacity for event planning and logistics
for cross-organizational events such as staff retreats, external
convenings, and other all-staff events.

Serve as a team player with ability to build strong
relationships and work collaboratively.

Work effectively with staff at all levels, balancing projects
and priorities for multiple team members.

Work with staff, and the Operations team specifically, to
develop, support, and refine strong cross-organizational systems.
Contribute to systems for strong internal communications to
facilitate effective organizational management and a positive
organizational culture.

Contribute to a team culture that values collaboration,
positivity, and transparency and that drives toward impact through
continuous improvement and learning.

Actively work to support the success of other members of the
entire Democracy Fund team and cultivate an organizational culture
that is highly-collaborative.

Other duties as assigned.

EDUCATION, EXPERIENCE, & SKILLS
REQUIREMENTS

Passion for strengthening American democracy and a deep
commitment to racial equity and justice.

A high level of integrity that embodies and reflects Democracy
Fund values.

The ability to show initiative when carrying out and following
up on assigned tasks, and to implement problem-solving.

Successful time management skills to execute multiple tasks
seamlessly while maintaining a meticulous attention to detail.

Superb interpersonal skills and proven ability to build and
sustain relationships with all staff and stakeholders, supporting
their inclusion in bringing their wide diversity of perspectives
and lived experience to bear on our work.

Excellent organizational skills, as well as superior written
and verbal communication skills.

Sound judgment with the ability to analyze a situation or
conflict and determine the correct prioritization or next steps.
Must take a proactive approach to problem solving.

Resourceful, curious team player who works well
independently.

Trusted professional with proven experience handling
confidential information with discretion, adaptable to various
competing demands, and who naturally seeks the highest level of
customer service and response.

Comfortable with ambiguity and adaptable while working in a
dynamic entrepreneurial environment.

At least five years of experience supporting C-level executives
and executive teams, preferably in a nonprofit setting.

High comfort with Microsoft Office and proficiency preferred in
A/V set up and troubleshooting. Experience with Salesforce, Fluxx,
Expensify, or other robust CRMs preferred.

Bachelor’s degree or relevant experience.

Democracy Fund follows a hybrid-remote and in-the-office model,
which enables flexibility and meets collaboration needs. New staff
must reside in the D.C. Metro area, and all employees are expected
in the office several days a month.

SALARY

Salary range begins at $105,513 per year.

HOW TO APPLY

Interested candidates should submit a cover letter and resume to
our Jobs page. Applications submitted without a cover
letter or lacking the desired years of experience will not be
considered. Take this opportunity to tell us about
yourself and why you're interested in joining our team. No calls,
please.

Democracy Fund is committed to a diverse workplace, seeking
voices and expertise from people from across the political
spectrum. Our board, staff, advisors, and grantees include
Republicans, Democrats, and Independents. Democracy Fund is an
Equal Opportunity Employer, where we encourage candidates of all
ages, color, ethnic background, country of origin, religion,
disability status, gender, sexual orientation, and gender identity
to apply.

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