Executive Assistant

As Executive Assistant (EA) to the Executive Director (ED) at Builders, you will play a pivotal role in supporting the administrative, operational, and cultural functions of the organization.  You will provide administrative support to the ED to ensure she is fully equipped for success in her daily engagements. As a seasoned EA, you will be responsible for creating and consistently executing organizational standard operating procedures, coordinating cross-functional initiatives, and managing internal communications on behalf of the ED. You will also play a key role in fostering a positive, inclusive workplace culture by championing company values and supporting the organization of team activities. 

KEY RESPONSIBILITIES

Administrative & Operational Support

·       Provide calendar management and scheduling support for internal and external meetings.

·       Support with booking travel, which includes but is not limited to flights, ground transportation, and hotels.

·       Support with registration and logistics for conferences and events.  

·       Act as a point of contact among senior leadership, team members, clients, and other external partners.

·       Prep ED for meetings with research, dossiers and in-the-news information about attendees, organizations, and need-to-know context from the Builders networking database (CRM).

·       Participate in meetings and coordinate and execute follow up to ensure that each meeting is productive and professional.

·       Manage all contacts for ED and develop workflows in CRM.

·       Innovate and take initiative on relationship building, stewardship, and thoughtful outreach to partners, MPs, donors, and friends of Builders (correspondence, gifts, timely calls). 

·       Provide ad hoc executive support, including creating DocuSigns, editing documents with notes or feedback, adding contacts from networking or vendor engagement to the CRM, staying in touch about calendar changes or updates, printing materials, and organizing files.

·       Identify opportunities for process improvements and implement solutions to enhance team efficiency.

Culture & Engagement  

·       Plan and execute virtual and in-person team events to ensure the ED stays engaged in a personal way across the organization.

·       Support the ED with visiting team members in their home states during travel and organizing for team members to attend events and conferences with the ED.

·       Ensure the ED has branded collateral to represent the organization at events.

·       Help the team feel informed, appreciated and connected by managing internal communications, organizing birthday wishes from the ED, finding ways to support during good times and hard times, and promoting team engagement. 

Requirements

QUALIFICATIONS

Education & Experience

• 5+ years of Executive Assistant experience (required)
• Bachelor’s degree (preferred)  

Skills & Competencies

• Detail-oriented with a proactive mindset, consistently driving process optimization, championing system adoption, and fostering operational excellence through rigorous attention to organizational hygiene.
• Exceptional organizational and time-management skills with the ability to prioritize tasks and meet deadlines. 
• Strong written and verbal communication skills, including professional email and document drafting.
• High level of discretion and confidentiality in handling sensitive information.  
• Demonstrated ability to work both independently and collaboratively in a fast-paced environment while navigating shifting priorities.  
• Proficiency in Microsoft Suite (Outlook, Word, Excel, PowerPoint).  
• Familiarity with virtual collaboration and project management tools like Google Workspace, Slack, CRM Systems, and Asana preferred.  
• Interest in nonprofit, philanthropic, or mission-driven organizations is highly valued.  

Benefits

WHAT BUILDERS OFFERS

• Competitive Annual Compensation ($100,000-$110,000)
• Insurance: Excellent health, dental & vision insurance with company coverage options of 100%. 
• Paid Time Off: 25 Days (5 sick, 20 personal). 
• Retirement: 401K with company match. 

• Flexibility: Hybrid work opportunity
• Charitable Gift Matching Program: Support for causes you care about. 
• Impact: An opportunity to make an impact through your day-to-day work.