Executive Assistant, Chief Advancement Officer

Executive Assistant, Chief Advancement Officer

The Executive Assistant oversees the day-to-day operations of the Office of the Chief Advancement Officer (CAO). This position provides executive-level program and administrative support and works collaboratively with Heritage team members to achieve enterprise-wide goals. The Executive Assistant employs diplomacy, discretion, and confidentiality in all matters and at all times. The Executive Assistant is comfortable in a fast-paced, high-level environment; exercises sound judgement; coordinates multiple, time-sensitive projects/priorities; and is a well-organized, detail-oriented member of the team.

Job Duties

Schedule/Calendar Management

• Strategically manage and optimize the CAO's daily and long-term calendars; proactively identifying and resolving potential scheduling conflicts.
• Serve as the central scheduling liaison for internal staff and external stakeholders, facilitating timely and efficient access to the CAO while balancing competing priorities.
• Coordinate internal scheduling communications with the CAO's direct reports, and manage consistent communication with Vice Presidents and Directors.
• Evaluate and drive efficiency of all meeting and event requests, preparing the CAO with appropriate and tailored briefing materials for all internal and external meetings, events, and trips.
• Lead the planning and execution of signature CAO meetings including, but not limited to, JanPlan, Midplan, and staff meetings.
• Collaborate with the Development department to schedule donor meetings and coordinate the CAO's participation in donor events.
• Assist the CAO with project and daily task management including the recurring review of donor proposals and reports and high-level partnership opportunities.

Travel and Expenses

• Lead and manage all aspects of the CAO's domestic and international travel, optimizing itineraries, transportation, and accommodation.
• Monitor the CAO's departmental budget and oversee prompt completion of expense reports and submission of invoices from outside vendors.
• Develop a system for CAO review and approval of the Vice Presidents' and Director's expense reports.

Qualifications

Education: Bachelor's Degree preferred

Experience: 3+ years of experience directly supporting and advising an executive-level manager; experience working for a policy organization and/or Capitol Hill office preferred

Communication: Excellent verbal, writing, and proofreading skills

Technology: Expert proficiency in Microsoft Suite and database software required

• Understand and support Heritage's mission and vision for America, and the department's goals and objectives.
• Discretion and ability to maintain confidentiality.
• Strong bias for action.
• Excellent strategic, organizational, planning, and interpersonal skills.
• Basic knowledge of policy issues.

Benefits and Salary

The Heritage Foundation offers a highly competitive benefits package that includes, but is not limited to, best-in-class health care, vision, and dental insurance, employer-sponsored retirement funding, "take what you need" PTO and sick leave, 14 weeks of paid leave for new moms and 6 weeks of paid leave for new dads, among other programs.

The salary range for this role is $67,000 - $80,000 annually. This range is a good-faith estimate, and the final salary offered to a selected candidate depends on a variety of factors including, but not limited to, the candidate's experience, education, and other qualifications; internal and external market pay for comparable jobs; and level of hire based on aforementioned qualifications.