Executive Assistant and Office Coordinator

Client of The Choice Inc • Full-time • Remote (Washington, DC, US) • $85k - $95k / year • 3h ago

Executive Assistant & Operations Coordinator

Washington, D.C. | Full-Time | Hybrid

Salary range: $85k-95k

Schedule: Monday-Thursday work in office/ Friday remote

The Choice is seeking an Executive Assistant & Operations Coordinator on behalf of our client, a mission-driven, nonpartisan non-profit organization dedicated to funding policy activities focused on strengthening the long-term economic, healthcare, and democratic health of the United States.

This organization sits at the intersection of policy, advocacy, and public interest, advancing fact-based, systemic reforms to address some of the most pressing challenges facing the nation. As a sole administrative member of the DC office, the Executive Assistant & Operations Coordinator will provide administrative support to four Vice Presidents and oversee the day-to-day coordination of the Washington, D.C. office.

This is a unique opportunity to support a collaborative, growing team and play a key role in shaping and maintaining workplace culture.

RESPONSIBLITIES:

Administrative Support

Manage complex calendars and scheduling for four Vice Presidents, including internal and external meetings.
Coordinate logistics for meetings and events, including agendas, materials, note-taking, and follow-ups.
Arrange travel and process expense reports.
Support invoice approvals, subscriptions, and other administrative tasks for executives.
Facilitate virtual and in-person meetings, including room/Zoom setup and participant coordination.
Maintain organized digital files, templates, trackers, and contact lists.
Assist with new hire onboarding in coordination with department leads.
Support visiting staff and collaborate closely with administrative colleagues across locations.
Complete ad hoc projects and special assignments as needed.

Office Operations & Facilities

Oversee day-to-day office needs, including supplies, pantry items, equipment, and overall upkeep.
Place and organize supply orders; manage incoming and outgoing mail and shipping.
Liaise with building management and vendors for maintenance and services.
Coordinate with Facilities, HR, and IT teams on service requests and office operations.
Review and approve office-related invoices and work orders.

QUALIFICATIONS:

10+ years of experience in executive administrative support, office management, or high-level administrative roles.
Bachelor's degree required.
Previous experience performing office coordinator responsibilities required.
Proven ability to work effectively in a dynamic environment balancing competing priorities and multi-tasking.
Strong verbal and written communication skills with professional presentation.
Travel planning, expense preparation and calendar management skills.
Growth mindset and openness to learn and take on new responsibilities over time.
Proven ability to handle confidential information with integrity and discretion.
Advanced knowledge of Microsoft Office products Word, Excel, PowerPoint, and Outlook.
Proven ability to work independently with minimal direction and supervision, with strong attention to detail and exceptional organizational and time management skills.
Friendly and professional demeanor, positive attitude, and willingness to partner with administrative and team members in other locations. Ability to forge productive working relationships with managers and colleagues at all levels.
Excellent time management, prioritization, and problem solving skills.
Must be well organized with outstanding attention to detail and follow-through.
Excellent research and proofreading skills.

Please note that in order to build productive relationships across the organization and to ensure effective collaboration and support, this role requires in‐person presence in the office four days per week.

HS123

Job Type: Full-time

Pay: $85,000.00 - $95,000.00 per year

Benefits: