Summary

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, as well as external meetings. Prepare materials, attend meetings as needed, and coordinate 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 and 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 talking points. Serve as point-of-contact for VIPs and high-profile stakeholders, coordinating closely with their teams, security personnel and secret service as needed.

• Board Liaison: Serve as liaison to the Board of Directors, which includes:

• Coordinate and consolidate SLT updates for pre-read materials, prepare meeting agendas and support materials for distribution, take minutes, and support the board with meeting setup including room reservations, catering, travel logistics, and other arrangements.

• Prepare 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 credit card reconciliations. 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 other tech-forward tools for the CEO, SLT, and Board.

• Senior Leadership Team (SLT): Coordinate agenda topics and briefing materials in advance of SLT meetings, schedule recurring check-ins with the CEO's direct reports, and maintain visibility into out-of-office schedules to support strategic planning and awareness.

• Other duties as assigned

Required Qualifications:

• Bachelor's degree preferred, plus 4-7 years of relevant work experience supporting senior executives, C-suite leaders, or high-level stakeholders required. Equivalent experience may substitute for education.

• Proven experience managing complex domestic and international travel arrangements, including visas, itinerary changes and executive-level logistics

• Experience supporting high-level meetings and events

• Strong experience with digital design and presentation tools (e.g., Canva, PowerPoint) and the ability to create professional presentations, one-pagers, and visual materials. Familiarity with AI tools and a willingness to incorporate them into daily work.

• Strong written and verbal communication skills, with experience drafting professional correspondence, briefing materials, agendas and notes

• Exceptional organizational and project management skills with the ability to manage multiple priorities, shifting timelines, and confidential information with discretion and professionalism

• Experience supporting Board logistics, meetings, communications and retreats strongly preferred

• Excellent oral and written communications skills in English;

• Strong computer skills including MS Office applications, and database software (i.e., Salesforce), and Asana

• Experience working cross-functionally to support key objectives

This is a full-time, exempt position based in Washington, DC. Vital Voices staff are required to work in person at VVHQ a minimum of two days per week. Due to the unique nature of this role, in-person attendance is required when the CEO is working from VVHQ, typically four days per week. If and when it is safe to travel, domestic and international travel up to 10% may be required for the position. The anticipated starting salary for this role is $85,900, with flexibility up to $120,000 for candidates who bring additional experience, skills, or qualifications beyond the core requirements of the position.

Benefits:

At Vital Voices, we value our employees and their well-being. That's why we offer a competitive and comprehensive compensation package that includes medical, dental, and vision insurance, 401k match, short and long-term disability, life insurance, HSA, EAP, and more. But that's not all. We believe in giving our employees the flexibility and support they need to thrive in their work and life. That's why we provide generous PTO including wellness flex Fridays, parental leave, and volunteer leave as well as a professional development stipend to support continuous improvement. Join us and be part of a global team that empowers women leaders to transform the world.