Executive Programs Assistant

About the role:

The Executive Programs Assistant to the Executive Director focuses on supporting the Executive Director to ensure their time, priorities, and communications are effectively managed to advance both day-to-day operations and long-term strategy at Reproductive Freedom for All. Acting as a key point of contact, the incumbent balances scheduling, administrative support, and coordination with the broader executive team. Core responsibilities include managing the Executive Director's calendar, supporting leadership meetings, tracking approvals and organizational processes, maintaining confidentiality, processing contracts and invoices, and assisting with special projects. The position requires strong organizational skills, discretion, adaptability, and the ability to work collaboratively across teams. A demonstrated commitment to equity and inclusion is essential, ensuring that the Executive Director's work reflects and advances these values for the organization. The ultimate goal of this role is to enable the Executive Director to focus on high-level leadership and strategy by providing seamless support, coordination, and follow-through, thereby contributing to the overall effectiveness and impact of the organization.

Location: Hybrid in Washington, D.C.

Reports to: Executive Director

This Position Is: Full time, Exempt, Non-union

Salary: 55,000 - 68,000

Responsibilities:

• Maintain an understanding of the needs of the Executive Director's calendar, ensuring balance between meeting time, both internal and external, as well as time to perform tasks and build strategy;
• Effectively and efficiently manage daily schedule adjustments;
• Assist with, and at times, complete the administrative tasks of the Executive Director; including, but not limited to, tracking requests for approvals, submitting and approving timecards and time off requests, ensuring that contracts/invoices/expense reports are processed, etc.;
• Collaborate with the Executive team, to navigate the Executive Director's priorities to ensure short-term and long-term meeting needs are met;
• Attend leadership meetings, as appropriate: take notes, track action items, and assist with follow up to key stakeholders;
• Assist other members of the Executive team, as needed;
• Work in collaboration with the Scheduler and Executive Assistant to the President to support Executive Office special projects including, but not limited to, preparing presentations, assessing organizational best practices, and managing planning processes;
• Maintain confidentiality and discretion in handling and processing confidential information and data related to the Executive Office, to include confidential labor relations information; Receive, compile and maintain confidential documents and records on behalf of the Executive Director;
• Supports the Executive Director in their work with the General Counsel and COO in addressing confidential labor relations issues;
• As needed staff the Executive Director at events which may be outside of normal working hours;
• Other duties, consistent with the job responsibilities and qualifications as listed in this job description, may be as assigned.

Qualifications:

• 3-4 years of administrative support at the executive level;
• Strong time management skills;
• Clear communicator, both verbally and in writing;
• Strong interpersonal skills, with the ability to build professional relationships;
• Demonstrated ability to collaborate with teams across an organization;
• Highly organized, able to prioritize work schedules and meet strict commitments and deadlines;
• Experience handling confidential documents and information, and the demonstrated ability to work with discretion;
• Strong problem solving skills;
• Ability to learn various software platforms for administrative support;
• Demonstrated commitment to Reproductive Freedom for All's mission, values, and goals;
• Demonstrated commitment to contributing to a workplace environment where diversity is valued and supported.