The National Center for Transgender Equality (NCTE) seeks an Executive Assistant to help ensure the operational efficiency of the organization by supporting the Executive and Operations departments. This includes coordinating the schedule and correspondence of our active Executive Director, serving as an important initial face of the organization to the general public, and supporting the Operations department with financial and administrative functions. The Executive Assistant reports to the Director of Finance and Operations.
Roles and Responsibilities
- Manage the Executive Director’s schedule: intake and respond to internal and external scheduling requests or inquiries, maintain up-to-date calendar at all times, resolve scheduling conflicts, assist with processing speaking and training invitations
- Coordinate the Executive Director’s travel logistics: book travel and accommodations, liaise with representatives of partner organizations to ensure event success, prepare and assemble travel materials such as critical site information and contacts
- Monitor Executive Director’s email inbox to support timely response to inquiries, including corresponding on behalf of Executive Director, when appropriate
- Conserve Executive Director’s time by preparing paperwork for review and signature, drafting and formatting documents, and liaising with staff and external parties as needed to collect and produce information requested by the Executive Department
- Support meetings for Executive Director and Deputy Executive Director by setting up appropriate conference call or video technology, drafting agendas, coordinating with facilities and guests, and compiling and printing materials
- Provide other administrative, office and technical troubleshooting support to the Executive Director and Deputy Executive Director, including preparing monthly timesheets, credit card reconciliations, reimbursements, invoices, etc.
- Anticipate and proactively meet the needs of the Executive Department
- Other duties, as assigned
Administrative and Operations
- Greet NCTE office visitors and provide helpful, friendly service
- Serve as initial contact with the public by answering and efficiently triaging phone calls to NCTE’s main line and emails to NCTE’s general inbox
- Manage mail operations, including sorting, opening, and responding to incoming mail and preparing postage or shipping for outgoing mail and packages
- Support internal and external meetings with logistical planning, facilitation, setting up conference call and webinar technologies; maintain conference room calendars
- Coordinate staff hiring and intern selection by posting to recruitment websites, processing applications, scheduling interviews, and communicating with candidates
- Complete first steps of financial tasks: process incoming checks, support credit card reconciliation, draft and maintain invoices
- Secure, maintain, and organize office supplies and equipment
- Maintain orderly and clean appearance of shared office spaces, flag any concerns or requests requiring facilities attention
- Serve as note-taker in meetings as needed
- Manage response to incoming speaking and training event inquiries, including convening weekly meetings to review pending requests, negotiating details of speaking contracts, managing logistics, producing invoices, and assisting with decision-making on speaking invitations
- Other duties, as assigned
- Enthusiastic about administrative and operations work as the backbone of a non-profit organization, including working on weekends and evenings when needed
- Desire and demonstrated ability to create and maintain order within a fast-moving environment, requiring pivoting and adapting, while ensuring consistent quality in work product
- Excellent organizational and time management skills, with superior attention to detail, consistent follow-through, strong task tracking skills
- Strong interpersonal communication skills, and the ability to represent the organization to a variety external audiences
- Proactive problem identification/solving: ability to apply sound thinking to problems and communicate using constructive criticism to resolve issues
- Comfort exercising judgment and discretion, and maintaining confidentiality, while routinely handling sensitive information
- Enjoys speaking to members of the public, including regular phone conversations
- Collaborative spirit and the ability to work as an integral part of multiple teams
- Ability to quickly absorb, apply, and summarize written and spoken information
- Flexibility in attending to tasks during weekends and in the evenings when needed
- Familiarity with Microsoft Office
- Commitment to social justice: an understanding of and commitment to issues affecting transgender people as well as an understanding of racism, classism and other systems of inter-connected oppressions is critical
- Fluency in Spanish is a plus
NCTE will consider applicants with a range of experience and education levels.
Salary is consistent with experience. NCTE offers a strong, generous benefits package that includes dental, vision and health insurance, employer contributions to retirement, pre-tax Metro benefits, paid holidays, vacation, sick and volunteer time off.
Email a resume and cover letter to email@example.com, with the subject line “Executive Assistant” Inquire over email if an acknowledgement of your application is not received after one week. Please no calls. Interviews will be conducted on a rolling basis.
The National Center for Transgender Equality is an equal opportunity employer. NCTE is committed to creating a diverse staff made of people who are hard-working, kind, optimistic and committed to social justice, from all segments of transgender and allied communities. If you need a reasonable accommodation during the application process, please contact Patrick Paschall, Director of Finance and Operations, at firstname.lastname@example.org.