Executive Assistant

Women Donors Network [WDN; 501(c)(3) organization] and WDN Action [WDNA; 501(c)(4) organization] is immediately hiring a passionate, seasoned, and inspiring Executive Assistant to play an essential executive administrative role, operationalizing the President & CEO’s strategic priorities, ensuring the smooth functioning of the Executive Office and providing support to the organization’s Leadership Team. This is a full time, remote role with travel that reports directly to the President and CEO.

ABOUT US

Women Donors Network [WDN] is a national network of women donors [cis and trans], nonbinary, and gender-expansive individuals committed to protecting and advancing gender, racial, economic, and climate justice. As a growing multiracial and multigenerational community of donor organizers, we connect, grow, fund, and mobilize together in solidarity with movements to transform people, culture, and systems rooted in justice. Through WDN Action, our c4 affiliate organization, we work to transform policies, political infrastructure, and political possibilities by investing in advocacy and electoral strategies that center the leadership of historically excluded communities. Together, we envision a just and sustainable world where everyone can safely and freely determine their own futures. 

This is an exciting time at WDN and WDN Action as we move through the second year of our bold strategic plan. We have a newly expanded team of people who are passionate about social justice and motivated to amplify our impact. Our values are rooted in a culture of courage, commitment, curiosity, accountability, hope, and joy. You can read more about our path forward here.

We are a geographically distributed, remote team of 25 from a range of intersectional identities, including cisgender, BIPOC, and nonbinary people. We have a shared staffing structure across WDN and WDN Action, where our team dedicates a portion of their time to each organizational entity. We believe that a diverse team is integral to our work and strongly encourage applications from people of color, people with disabilities, women, LGBTQIA+, and all other applicants from historically excluded identities in the United States.

ABOUT THE ROLE

The Executive Assistant serves as the primary administrative support for the President & CEO and the main point of contact for the Executive Office. The President & CEO needs an Executive Assistant who is highly organized with a meticulous attention to detail, is an exemplary scheduler and communicator, is digitally savvy and is an excellent project manager skilled in building and maintaining systems. The Executive Assistant must also share our passion for social change and have a visionary spirit matched with a growth mindset and can-do attitude.

This position requires occasional travel within the United States for meetings, team retreats and organizational events. Candidates must be able to work weekday hours in the Pacific Time Zone and should have previously demonstrated experience and comfort with remote work. We are open to individual candidates [no agencies] who are based in the United States, available to work across time zones in the United States and who have at least 5+ years of executive assistant experience supporting executive team members.

ROLE RESPONSIBILITIES

As WDN and WDN Action continues to operationalize our strategic plan, the Executive Assistant will be focused on the following:

EXECUTIVE OFFICE MANAGEMENT

• Develop and streamline systems of organization and prioritization that support the President & CEO in daily operations and special projects.
• Manage the President & CEO’s complex calendar and scheduling needs, arranging appointments, meetings, and travel as needed, getting alignment on trade-offs and ensuring enough time between obligations.
• Triage incoming communications, tasks, requests, inquiries, and invitations based on urgency and importance.
• Collaborate with WDN leadership to ensure the President & CEO is fully informed and well-prepared for upcoming commitments and responsibilities. 
• Coordinate record-keeping, expense management, itineraries and logistics related to the President & CEO’s travel, speaking engagements, and events.
• Support relationship management on behalf of the President & CEO by ensuring timely communications and scheduling with staff, consultants, members, Board members, and external partners.
• Conduct research and gather information to support decision-making and problem-solving. 
• Prepare and organize documents, reports, and presentations for meetings and executive events, taking meeting minutes as needed. 
• Track and follow up on action items and deliverables to ensure timely completion by the President & CEO.
• Anticipate upcoming needs, both internal and external, and proactively prepare, initiate problem-solving, and implement solutions.
• Ensure close alignment with the CEO, while independently executing on priorities and initiating collaboration with WDN leadership and other stakeholders as needed.
• Provide additional administrative and executive support as needed. 

BOARD COORDINATION

• Serve as an administrative liaison to the WDN and WDN Action Boards.
• Prepare the Board to engage in meetings by assisting scheduling, logistics, and preparation of materials.
• Provide meeting support, including notetaking in coordination with Board Secretaries, to ensure the Board is equipped to engage fully in discussions and to document and execute outcomes.
• Support the Chief of Staff to ensure streamlined, engaging meetings, presentations, and communications with WDN and WDN Action Boards.

PROJECT MANAGEMENT

• Plan, execute, and oversee special projects from start to finish, ensuring timelines, budget, and project expectations are met. 
• Support coordination across team verticals to align project activities, gather information, and ensure seamless project implementation.
• Build and manage effective relationships with internal and external stakeholders to ensure project success. 
• Plan, coordinate, and manage event logistics, and troubleshoot when issues arise.

TEAM ENGAGEMENT

• Build and sustain a culture of collaboration, communication, excellence and accountability.
• Collaborate with cross-functional partners on annual planning, strategy, budgeting, and other relevant organization-wide initiatives.
• Participate in team meetings and projects, sharing insights, providing thoughtful feedback, and collaborating with colleagues to achieve shared goals.
• Follow organizational standards and ensure timely completion of responsibilities.
• Support onboarding and training of new team members.
• Seek opportunities for professional growth through training, workshops, and self-directed learning. 
• Contribute to organizational success by continuously learning about industry trends and best practices, updating practices and approaches.

Requirements

ROLE REQUIREMENTS AND CHARACTERISTICS

To be successful in this role, you will need to excel at being the right-hand to the CEO, bringing executive administrative expertise, proactive problem solving skills, a growth mindset, executive communication skills, digital fluency and strong project management skills to your work. 

As the Executive Assistant to the President & CEO, you must be a….

• Champion for equity and justice. You have a demonstrated interest in and a steadfast commitment to WDN/A’s mission, strategic vision and priorities rooted in collective liberation and the ability to speak to, bridge, and unite a dynamic audience behind our strategic path.
• Skilled executive administrator. You have 5+ years experience working in executive-level administrative support and hold the highest degree of competence in tech and remote project management, external-facing communications, and relationship management.
• Proactive planner. Planning, prioritizing, and executing tasks is your professional sweet spot. You have exceptional organizational skills and a clear understanding of workflow processes with a track record of leaving things better than you found them. You understand how to translate and operationalize strategic priorities into day-to-day functions.
• Exceptional communicator. Your written and verbal communication is proactive, responsive, and excellent. You can effectively interface with a wide range of stakeholders, across various levels and functions.
• Remote technology power user. You use Google Suite and project management systems [ie. Clickup] with expertise and ease. You can juggle multiple calendars and multiple platforms, create beautiful presentation decks, manage CRM data, or run a Zoom meeting. You look for ways to use virtual office technology for efficiency, and you’re not afraid to try new tools.
• Strategic problem solver. You effectively manage high-stakes work and you are not easily flustered when faced with new or unexpected situations. You exercise independent judgment and handle confidential information with discretion and professionalism.
• Collaborative team member. You believe in working together for the greater good and enjoy collaborating with others.

Benefits

The base salary for the Executive Assistant role is $125K/year. This role is also eligible to receive WDN's Employee Benefits Package which is inclusive of:

• Medical, Dental and Vision Insurance [paid by WDN at 100% for employees and 80% for dependents]
• 401K Contribution [4% of your gross pay contributed by WDN and an additional 3% match of your gross pay]
• 20 Vacation Days, 14 Sick Days and 14 Company Holidays
• Partial Reimbursement of Your Internet and Phone Expenses
• Stipends to Support Remote Office Expenses, Co-Working, and Learning and Development
  

CANDIDACY PROCESS AND TIMELINE

To be considered for the Executive Assistant role, please submit an application, resume and cover letter. We will continue to accept applications for this opportunity until this role is filled, prioritizing applications received prior to April 16 when we will begin an initial application review. 

To protect the integrity of our structured candidacy process, we kindly ask that all applicants do not call, email or message our office or any member of the WDN Team or Board of Directors about the Executive Assistant role. We will review applications as received and will invite a short list of candidates to schedule a screening call with a member of our team.

WDN is an equal opportunity employer that values a diverse workforce and an inclusive culture. WDN encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, age, national origin, marital status, citizenship, disability, and veteran status. WDN does not discriminate on the basis of race, color, religion, creed, age, sexual orientation, gender identity or expression, marital status, country of origin, citizenship, ancestry, genetic information, physical or mental disability, military or veteran status, political affiliation, exercising one’s right to family care and medical leave, medical condition, including pregnancy, childbirth, breastfeeding and related medical conditions, or any other category protected by local, state, or federal laws. WDN is not offering US visa sponsorship at this time.

Upon request, WDN offers accommodations for candidates with disabilities during the application, interview, and hiring process, such as additional time on hiring exercises, interview questions in advance, or closed captioning on Zoom.