Executive Assistant Jobs

Title: Executive Assistant

Employment Status: Exempt

Salary: $85,000 - $95,000 annually commensurate with experience

Supervisor Title: CEO/Executive Leadership Team

Date Revised: May 2023

Summary of Position:

Under the overall supervision of the CEO, with day-to-day guidance from the EVP, Meridian seeks an experience Executive Assistant with direct responsibility for the overall maintenance of the Executive Office (EO) day-to-day including, but not limited to managing calendars, scheduling, logistics, correspondence, oversight of EO finance, and central liaison to Board of Trustees.

This position is located in Washington D.C. and Meridian requires MD, DC, or VA residence for all employees. The position may work partially remotely.

Position Responsibilities:

• Respond and manage all EO correspondence including phone calls, emails, meeting requests, invitations, etc. in a timely, professional, and courteous manner
• Support planning and execution of quarterly Board meetings and All-Staffs, including all logistical arrangements, invitations and RSVP tracking, drafting the agenda, preparing and distributing the Board briefing book and materials, setting up Committee meetings, preparing meeting minutes and following-up on action items
• Serve as gateway between EO and the management team, managing information and projects as delegated, providing follow up reports and highlighting issues for resolution; Also, coordinating staff meetings. Organize and prioritize daily/weekly/monthly decisions, actions, projects or issues for EO’s attention and action
• Serve as the central liaison for Meridian’s Board of Trustees throughout the year sending out regular correspondence and facilitating Trustee requests, inquiries etc.
• Ensure EO principals are well prepared in advance of events and meetings by preparing briefing and presentation materials, coordinating briefings by staff etc.
• Draft written correspondence including donor and speaker thank you notes on behalf of the EO
• Manage scheduling of meetings and appointments for the EO, prioritizing requests and troubleshooting conflicts to ensure smooth day-to-day engagements, and providing the EO with detailed monthly and weekly schedule look-ahead reports

• Regular maintenance of Salesforce database to include: Input EO scheduling actions/meetings; Enter and update contact and bio information of EO contacts

• Other duties as assigned
• Coordinate with Finance to reconcile/approve expense reports within deadlines and prepare invoices and payment requests; develop understanding of finance payment systems and processes, account coding, and approval requirements
• Responsible for completing all organizational administrative responsibilities in a timely manner and meeting all organizational administrative deadlines
• Coordinate with Finance to develop annual EO budgets and forecasts and input data into budget system; review monthly financial reports to identify and investigate significant budget variances.
• Coordinate all necessary logistics for EO international and domestic travel
• Greet arriving visitors to the EO, appropriately as a steward of Meridian
• Maintain appropriate inventory of office supplies and meticulous filing system for all EO documentation

Education/Experience

• Undergraduate degree in Business Administration, Management or related fields
• 7+ years of Executive Assistant or related experience
• Or any equivalent combination of training, education, and experience that demonstrates the ability to perform the essential functions of the position
• Demonstrated experience interacting with high level principals

Knowledge, Skills, Abilities:

• Must have demonstrated confidence, judgment and the ability to prioritize competing tasks
• Strong inter-cultural communication skills; maturity, cultural sensitivity, and tact suitable for working with individuals from around the world
• Must be a doer – a self-starter who works independently; is highly organized, pragmatic, detail oriented, and resourceful; and is adaptive and resilient when confronted with surprises and setbacks
• Must have excellent verbal and written English communications skills
• Must exhibit discipline, integrity, discretion, and respect at all times

Technical Requirements:

• Experience with Salesforce required; experience with Canva is helpful
• Proficiency in Microsoft Office, including Word, Excel and PowerPoint, Outlook and Teams is necessary for this role, as is the ability to successfully manage Zoom/Teams/WebEx and other virtual meeting spaces

Employer’s Statement

Meridian is committed to creating a diverse environment. We believe in empowering global leaders and amplifying voices of a wide variety of backgrounds to create pathways for greater understanding, shared value and respect for all cultures as connecting people has been our foundation for over 60 years. If you share our values and enthusiasm to promote non-partisan collaboration to address global challenges and opportunities, you can find a home at Meridian.

As an equal opportunity employer, Meridian promotes equal employment opportunity to all employees and applicants without regard to race, color, religion, sex, gender identity or expression, sexual orientation, personal appearance, pregnancy, childbirth or related medical condition, family responsibilities, marital, veteran or military status, national origin, age, disability, genetic information, matriculation, political affiliation, or any other classification protected by federal, state, or local law. Equal employment opportunity will be offered and maintained to all persons at every stage and condition of employment, including recruiting, hiring, training, upgrading, promotion, transfer, discipline, layoff, recall, and termination.

How to

Qualified candidates should apply here. Only candidates being considered for this position will be contacted. NO PHONE CALLS in reference to this position will be accepted.