Executive Assistant, Chief Advancement Officer

Overview Title : Executive Assistant, Chief Advancement Officer

Reports to : Chief Advancement Officer

Job Summary : The Executive Assistant oversees the day-to-day operations of the Office of the Chief Advancement Officer (CAO). This position provides executive-level program and administrative support and works collaboratively with Heritage team members to achieve enterprise-wide goals. The Executive Assistant employs diplomacy, discretion, and confidentiality in all matters and at all times. The Executive Assistant is comfortable in a fast-paced, high-level environment; exercises sound judgement; coordinates multiple, time-sensitive projects / priorities; and is a well-organized, detail-oriented member of the team.

Job Duties

Schedule / Calendar Management Strategically manage and optimize the CAO's daily and long-term calendars; proactively identifying and resolving potential scheduling conflicts.

Serve as the central scheduling liaison for internal staff and external stakeholders, facilitating timely and efficient access to the CAO while balancing competing priorities.

Coordinate internal scheduling communications with the CAO's direct reports, and manage consistent communication with Vice Presidents and Directors.

Evaluate and drive efficiency of all meeting and event requests, preparing the CAO with appropriate and tailored briefing materials for all internal and external meetings, events, and trips.

Lead the planning and execution of signature CAO meetings including, but not limited to, JanPlan, Midplan, and staff meetings.

Collaborate with the Development department to schedule donor meetings and coordinate the CAO's participation in donor events.

Assist the CAO with project and daily task management including the recurring review of donor proposals and reports and high-level partnership opportunities.

Travel and Expenses Lead and manage all aspects of the CAO's domestic and international travel, optimizing itineraries, transportation, and accommodation.

Monitor the CAO's departmental budget and oversee prompt completion of expense reports and submission of invoices from outside vendors.

Develop a system for CAO review and approval of the Vice Presidents' and Director's expense reports.

Qualifications Education : Bachelor's Degree preferred

Experience : 3+ years of experience directly supporting and advising an executive-level manager; experience working for a policy organization and / or Capitol Hill office preferred

Communication : Excellent verbal, writing, and proofreading skills

Technology : Expert proficiency in Microsoft Suite and database software required

Other Requirements Understand and support Heritage's mission and vision for America, and the department's goals and objectives.

Discretion and ability to maintain confidentiality.

Strong bias for action.

Excellent strategic, organizational, planning, and interpersonal skills.

Basic knowledge of policy issues.

Benefits and Salary The Heritage Foundation offers a highly competitive benefits package that includes, but is not limited to, best-in-class health care, vision, and dental insurance, employer-sponsored retirement funding, "take what you need" PTO and sick leave, 14 weeks of paid leave for new moms and 6 weeks of paid leave for new dads, among other programs.

The salary range for this role is $67,000 - $80,000 annually. This range is a good-faith estimate, and the final salary offered to a selected candidate depends on a variety of factors including, but not limited to, the candidate's experience, education, and other qualifications; internal and external market pay for comparable jobs; and level of hire based on aforementioned qualifications.

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