Position Title: Executive Administrative Assistant
Grade Level: 3 - FLSA Non-Exempt
Reports to: Chief of Staff
About NED
The National Endowment for Democracy (NED) seeks to advance democracy and freedom. NED seeks to empower its partners to inform, organize, and mobilize constituencies for political reforms as a means to build and sustain democracy.
At NED, you will join a team of committed individuals who are mission- and values-driven. We are looking for individuals who will deliver their talents in support of our work.
Our values include:
- Respect
- Empathy
- Accountability
- Adaptability
- Excellence
Position Summary
The Executive Administrative Assistant provides comprehensive administrative and operational support to the Executive Office, ensuring smooth day-to-day operations and efficient coordination across leadership functions. Reporting to the Chief of Staff and working closely with the Executive Assistant to the President/CEO and the Chief Operating Officer (COO), the Executive Administrative Assistant manages scheduling, documentation, financial processing, and information coordination that underpin the work of the President/CEO and COO offices.
This position is ideal for a detail-oriented professional who thrives in a fast-paced environment, demonstrates sound judgment and discretion, and takes pride in delivering accurate, timely administrative support.
This is a hybrid position based in Washington, DC.
Primary Responsibilities
Administrative Coordination
- Support day-to-day front office operations under the direction of the Chief of Staff.
- Maintain the COO’s calendar, including scheduling, supporting prioritization of requests, and coordinating meeting needs for each engagement.
- Maintain the Executive Office master calendar of organizational milestones, events, and key activities.
- Assist with accurate version control, filing, and routing of internal documents requiring review and clearance.
Financial and Procurement Support
- Prepare and process purchase orders (POs), travel request forms (TRFs), travel expense reports (TERs), and other financial reconciliations for the President/CEO, COO, and board-related activities.
- Track budget expenditures, procurement requests, and reimbursements to ensure timely processing and compliance with internal procedures.
- Serve as liaison for vendors, travel agencies, and event providers supporting Executive Office and COO Office engagements.
- Support recordkeeping of contracts, invoices, and expense documentation in coordination with Finance and Procurement teams.
Information and Workflow Management
- Support filing, tracking, and retrieval of Executive Office documents, including the maintenance of an efficient SharePoint and Teams filing system.
- Update the President’s Corner on NED’s intranet to support internal communication and transparency.
- Assist in updating deliverables for the Chief of Staff and COO.
- Assist the Chief of Staff and Executive Assistant with internal briefings, reports, and meeting materials, supporting accuracy and completeness.
Event and Meeting Support
- Able to anticipate needs, take initiative, and maintain composure under pressure.
Talent in Action
Consistent with NED’s talent statement, and grounded in our values, the successful individual in this role will demonstrate the following competencies in the delivery of their work while supporting NED’s efforts to advance democratic change:
- Purpose-Driven
- Reliable
- Expertise
- Respectful Collaboration
- Curiosity
- Results-Oriented
- An Optimistic Mindset
NED Total Compensation
The anticipated compensation range for this position is $21.97 to $31.61 per hour.
The salary for this position is determined based on a wide variety of factors, including but not limited to an individual’s professional experience, qualifications, education, and other business needs along with internal equity considerations. Employees are not typically hired at the top of the range for their role, and compensation decisions are based on the aforementioned circumstances.
NED also offers a generous benefits package that demonstrates its commitment to employee health and well-being.
