Executive Assistant and Board Liaison

About the role

Vital Voices is seeking a highly organized and proactive Executive Assistant and Board Liaison to support the CEO, Alyse Nelson. This role is ideal for someone who thrives on managing complex logistics, navigating shifting priorities with professionalism and discretion, and serving as a trusted partner to executive leadership and the Board. The Executive Assistant and Board Liaison will play a central role in ensuring the CEO is prepared and supported across day-to-day operations, travel and high-profile events, special projects, Board engagement, and Senior Leadership coordination. The ideal candidate is highly adaptable and energized by supporting mission-driven work at the highest levels of global leadership. This position is based in Washington, DC with the option of a hybrid work schedule. We are not accepting remote candidates. Role Specifications: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Administrative and Calendar Support: Manage CEO's calendar and communications including answering phone calls, directing calls to appropriate parties, taking messages, and responding to general inquiries, as well as screening and prioritizing phone calls and emails. Prep CEO with itineraries, reading materials, Zoom invites, and contact bios. Logistics Support: Schedule internal check-ins with CEO's direct reports and department leads, a s well as external meetings . P repar e materials, attend meetings as ne eded , and coordinat e strategic follow-up and action items as required . Greet CEO guests for in - person meetings at VVHQ. Travel Support: Arrange & manage domestic and international travel and lodging (including booking air , hotel, and ground transportation ) , plus visa requests as needed. Coordinate and adapt to frequent travel changes and re - bookings, with availability to support urgent travel needs during evenings and weekends. Special Events: Manage executive logistics an d engagement support for high profile events, dinners and campaigns, ensuring a seamless experience for the CEO. Coordinate invitations and correspondence on behalf of the CEO for guests, speakers, and participants. Prepare executive briefing materials, including vetted remarks and talk ing points. Serve as point-of-contact for VIP s and high-profile stakeholders , coordinating closely with their team s , security personnel and secret service as needed. Board Liaison: Serve as liaison to the Board of Directors, which include s: C oordinat e and consolidat e SLT updates for p re-read materials, prepar e meeting agendas and support materials for distribution , tak e minutes, and support the board with meeting setup including room reservations , catering , travel logistic s , and other arrangements. Prepar e and edit Board slides as needed Maintain Board member contact information, assistants, headshots and bios Organize logistics and planning for Board retreats Maintain online Board Effect platform for board materials Internal Operations: Prepare and manage invoices, contracts, and c redit c ard r econciliations . Track monthly actuals for CEO and Board. Partner with Finance to develop budgets for special projects and events. Manage and facilitate the timely review and approval of timesheets, staff requests, and offer letters, ensuring all required materials are routed to the CEO for signature and action. Prepare presentations, one-pagers and other documents using Canva, PowerPoint, and oth

Benefits

Additional Information

Organization Description Vital Voices Global Partnership is a leading international non-profit organization. We invest in women leaders who are tackling the world's greatest challenges - from gender-based violence to the climate crisis, economic inequities, and more. We are "venture catalysts," identifying leaders with a daring vision for change and partnering with them to make that vision a reality. What sets Vital Voices apart is that we make long-term, holistic investments in leaders with bold ideas for change - providing them connections, capacity, a network of their peers, financial support, and visibility for their work. We have provided early support for leaders who went on to become Nobel Peace Laureates, US Youth Poet Laureates, Prime Ministers, award winning innovators and breakthrough social entrepreneurs. Over the past 27 years, we have directly invested in more than 47,000 change-makers across 188 countries, who in turn have improved the lives of millions of people in their communities and countries. Vital Voices' staff is headquartered in Washington, DC. In the coming years we have a bold vision to dramatically scale our impact . In early 2022, we opened the first ever Global Headquarters for Women's Leadership, a 30,000+ sq. ft. historic building just blocks from the White House on 16th Street. It is a hub of activity, events, and collaborations - bringing together women leaders and their allies to tackle the world's greatest challenges.

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