Executive Assistant

Summary The Executive Assistant supports the Senior Vice President and Head of Government Relations, and Senior Vice President, Communications to ensure smooth operation and alignment within a fast-paced, mission-driven organization. The role includes maintaining calendars, making travel arrangements, coordinating internal and external meetings, compiling meeting agendas and prep materials and ensuring strong internal communication. The Executive Assistant reports to Vice President, Executive Engagement and collaborates frequently with internal colleagues and external stakeholders.

Responsibilities

• Oversee complex calendar management for executives to maximize impact, efficiency and alignment across the association.
• Recommend and book travel arrangements, including transportation, accommodations, restaurant reservations, etc.
• Compile executive travel briefs, including remarks, member intelligence and logistics.
• Prepare executives for key meetings by organizing agendas, gathering materials, researching attendees and ensuring timely access to pre-reads.
• Coordinate with the communications team to prepare executives for speaking and media engagements, including scheduling prep calls, ensuring timely delivery of approved remarks for inclusion in briefing materials, etc.
• Provide end-to-end internal and external meeting support for the communications and government relations departments, including scheduling, distributing agendas, creating prep materials, greeting guests, ordering food when necessary, etc.
• Submit accurate and detailed executive expense reports for principals.
• Compile comprehensive team and executive engagement updates for the weekly staff newsletter.
• Support management of the broader communications calendar, coordinating inputs and approvals across internal stakeholders.
• Serve as exemplary representative of U.S. Travel in communication with members and external stakeholders.

Qualifications

• Associate or bachelor’s degree in business or a related field preferred.
• A minimum of five (5) years of experience as an executive assistant or project manager in a fast-paced team environment.
• Prior experience supporting multiple C-suite executives is strongly preferred.
• Ability to proactively anticipate the needs of executives and collaborate with appropriate colleagues or departments to drive progress and solve issues.
• Proficiency in Microsoft Office suite, including Outlook, SharePoint, PowerPoint, Excel and Word.
• Strong attention to detail, planning and organizational skills.
• Exceptional written and verbal communication skills.
• Event and meeting planning experience is a plus.

Other

• Proven ability to manage multiple priorities with precision, professionalism and discretion.
• Position based in Washington, DC.
• U.S. Travel staff work in the office Tuesdays, Wednesdays and Thursdays with the option to work remotely on Mondays and Fridays.
• Salary: 60-80K with bonus potential.
• Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits

• Comprehensive healthcare package with fertility coverage
• Generous paid leave including family leave
• Routine staff functions and opportunities for social connection
• Transportation and cell phone benefits
• Robust wellness initiatives and Employee Assistance Plan (EAP)
• Education and professional development assistance