Executive Assistant to the President

MISSION
Our mission is tosupport strong children strong families and strong communities.

VISION
At Marthas Table we believe thatevery Washingtonian deserves the opportunity to stay and thrive.

ABOUT MARTHAS TABLE

At Marthas Table we believe that every Washingtonian deserves the opportunity to thrive.For over forty years we have worked to support strong children strong families and strong communities by increasing access to quality education health and wellness and family resources.

Together we areOne MT.This means we work across all three of our locations to support our shared all that we do we exemplify our four core values of respect compassion teamwork and accountability. These values -- and our commitment to the MT Experience -- guide how we engage with the communities we stand alongside and how we work together as a team. When you come to Marthas Table -- as a guest or as a team member -- you are valued and you deserve our very best.

To be the best version of MT we are deeply committed to equitable practices. We apply the principles of diversity equity and inclusion in providing programming and services; in creating our Board; in partnerships and procurement; and in hiring training and advancing our team members.

We invest in our team members personal and professional goals through our STEP program which includes tuition for continuing education certifications and professional development; funding to unlock transcripts held in financial accounts; and flexible leave options.

POSITION OVERVIEW

Reporting directly to the CEO the Executive Assistant and special projects leader provides high-level strategic administrative and project management support to ensure the efficient operation of the Office of the President serving as the primary internal/external liaison and managing critical initiatives from conception to completion. The Executive Assistant provides executive support in a one-on-one relationship. The Executive Assistant also serves as a liaison to the Board of Directors and executive leadership teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working in a small entrepreneurial mission-driven results-driven and community-oriented environment. The Executive must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Assistant also provides administrative support to the Vice President and Chief of Staff (VP COS).

The ideal individual exercises sound judgment and manages sensitive matters with a high level of confidentiality and discretion; is organized with a proven ability to effectively prioritize and manage multiple priorities; has strong written and verbal communication skills; and is a proactive problem-solver and highly dependable.

POSITION DUTIES AND RESPONSIBILITIES

Executive Administrative and Gatekeeping Support

• Manages and optimizes an extremely active and complex calendar for the President & CEO

• Providing a gatekeeper and gateway role to protect the CEOs time and create mutually beneficial access opportunities.

• Completes all administrative tasks including managing travel logistics completing expense reports reconciling purchases and reimbursement requests maintaining comprehensive electronic and hard copy files and monitoring and coordinating responses to the organizations general information inbox

• Researching compiling and reviewing relevant information in advance as needed; composing and preparing correspondence that is sometimes confidential; developing detailed accurate and timely briefing materials and draft reports; maintaining files (electronic and hard copy)

• Monitors the operational budget for the CEOs office/department (Department 760) tracking expenditures against approved budgets and alerting the CEO to variances even without direct budget authority.

• Oversees and manages key vendor contracts subscriptions and services utilized directly by the Office of the President.

• Supports the CEOs major donor portfolio by maintaining an active tracking system (often in a CRM) preparing detailed briefing documents for all high-level donor meetings and ensuring timely follow-up.

• Coordinates the CEOs involvement and required materials for capital campaigns or large-scale fundraising initiatives.

• Assists the CEO and Communications team in preparing and coordinating internal and external communication materials during time-sensitive or crisis situations.

Executive Communication and Stakeholder Engagement

• Provides advanced executive writing support by drafting editing and refining high-stakes correspondence including official statements donor acknowledgement letters high-level personal correspondence and confidential reports ensuring an impeccable organizational voice and other tasks that facilitate the CEOs ability to effectively lead the organization.

• Serves as a crucial communication bridge between the Presidents office and all internal/external constituencies. Works closely with the CEO acting as a barometer to proactively keep her informed of upcoming commitments and internal/external issues and manages follow-up on critical relationships and cultivation efforts.

• Working with key program and department leaders in coordinating the Presidents community-focused outreach activities

• Providing leadership to build relationships crucial to the success of the organization and managing a variety of special projects for the President some of which may have an organizational impact

• Following up on contacts made by the President and supporting the cultivation of ongoing relationships

• Prioritizing conflicting needs; handling matters expeditiously proactively and following through on projects to successful completion often with deadline pressures

Project Management and Strategic Initiatives

• Manages a portfolio of special projects and organizational initiatives for the President ensuring adherence to established timelines budgets and objectives

• Develops project plans tracks key milestones coordinates cross-functional teams and provides regular progress reports to the CEO and Executive Team

• Proactively identifies strategic opportunities and proposes solutions to improve organizational efficiency and mission delivery.

Meeting and Board Logistics Management

• Coordinates and executes comprehensive meeting logistical support for the President and executive leadership. This includes but is not limited to developing detailed agendas preparing and distributing all necessary documents and presentation materials in advance planning retreats ensuring compliance with board bylaws for material distribution coordinating catering/tech setup communicating reminders and capturing accurate concise meeting notes for follow-up

• Coordinating with the Board Chair and his/her assistant to coordinate meetings draft board correspondence and other tasks that help ensure board engagement efficiency

• Formalizes the process for tracking and reporting on the annual goals and action items of the Board of Directors and its various committees.

• Manages and maintains the official corporate records of the organization including meeting minutes resolutions and governance documents ensuring all filings are current and compliant.

• Develops and manages the annual governance calendar (board meetings committee meetings annual audits and internal deadlines) and proactively ensures the CEO is prepped for all related milestones.

Governance and Executive Leadership Liaison

• Serves as the primary administrative liaison to the Board of Directors and Executive Team

• Coordinates the agenda and logistics for all Executive and Workblock Team meetings and off-sites

• Drafts and prepares confidential correspondence for internal announcements and board matters maintaining the highest level of discretion and confidentiality with all stakeholders

• Coordinating all-team lunches all-team quarterly meetings and other organization-wide activities and initiatives

Complete a variety of administrative tasks for the VP COS including:

• Organizing and maintaining a complex calendar and schedule

• Completing expense reports reconciling purchases and reimbursement requests

• Managing travel arrangements

• Researching compiling and reviewing relevant information in advance as needed

EXPERIENCE KNOWLEDGE AND SKILLS REQUIREMENTS

• Stakeholder Engagement and Exceptional Service: Exceptional interpersonal skills and proven ability to engage strategically and diplomatically with a range of high-level internal and external stakeholders (e.g. Team members Board members neighbor and guests government officials major donors executive peers). Embodies and serves as a model for organizational mission vision and core values.

• Exceptional Executive Communication and Writing Skills: Proven ability to draft edit and proofread professional correspondence reports and high-level communications that accurately reflect the CEOs voice and the organizations mission. Must possess impeccable grammar and a sophisticated command of language.

• Advanced Strategic Organizational and Project Management Skills: Demonstrated expertise in managing multiple concurrent and complex priorities projects and deadlines. Highly proficient in formal project management methodologies (e.g. milestone tracking reporting resource coordination).

• Discretion and Emotional Maturity: Impeccable degree of dependability trustworthiness and emotional maturity especially regarding highly sensitive confidential and proprietary materials and information. Ability to exercise sound judgment and proactively solve problems.

• Resourcefulness and Independence: Highly resourceful forward-looking thinker with a demonstrated ability to work independently anticipating needs and proposing effective solutions to complex issues with minimal guidance.

EDUCATION AND TRAINING REQUIREMENTS

• Bachelors degree (preferred)

• 7-10 years of progressively responsible experience supporting C-level executives preferably in a nonprofit or mission-driven organization.

• Demonstrated experience in leading and managing projects across multiple departments or stakeholders.

• Proficient in Google Workspace Microsoft Office (Word Excel and PowerPoint) Adobe Acrobat and Social Media web platforms.

• Familiarity with Generative AI tools

• Project Management Certification (e.g. CAPM or PMP) preferred

WORKING CONDITIONS

Limited physical activity requiring limited movement. The work environment is predominantly in an office setting but will be outside on occasions. Work will sometimes require working non-traditional hours and on occasional weekends.

COVID-19

Marthas Table requires all team members to have:

• 2 doses of either Pfizer or Moderna administered before April 18 2023;

• 1 dose of Johnson & Johnsons Janssen administered before May 22 2023;

• 2 doses of Novavax COVID-19 vaccine Adjuvinated; or

• 1 updated dose of either Pfizer or Moderna administered after April 18 2023

Marthas Table will consider waiving the vaccination requirement for:

• Candidates who object in good faith and in writing pursuant to procedures established by the City Administrator or his/her designee that the employees vaccination would violate their sincerely held religious beliefs; and

• Candidates who have obtained and submitted written certification from a physician or other licensed health professional who may order an immunization that being vaccinated for COVID-19 is medically inadvisable because of the employees medical condition.

Marhas Table is an Equal Opportunity Employer. Applicants who are unable to be vaccinated for religious or medical reasons should contact Human Resources () as soon as possible to engage in the interactive process and explore what if any reasonable accommodations Marthas Table is able to offer.

This position requires the completion of a satisfactory background check. Marthas table is an Equal Opportunity Employer and is committed to providing employees with a work environment free of discrimination and harassment of any kind. Marthas table is committed to the principle of equal employment opportunities for all employees and applicants for the employment and prohibits discrimination and harassment of any type without regard to race color religion or belief age sex (including pregnancy) national social or ethnic origin disability status HIV status family medical history or genetics protected veteran status sexual orientation gender identity and/or expression marital civil union or domestic partnership status family or parental status or any other characteristic protected by federal state or local laws. This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training. Marthas table will not tolerate discrimination or harassment based on any of these characteristics. If you need assistance or an accommodation due to a disability you may contact us at or via e-mail at