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executive assistant (is-0301-11)

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executive administrative assistantnew

NARAL Pro-Choice America

<div><div><h3 class="jobSectionHeader"><b>About Reproductive Freedom for All (Formerly NARAL Pro-Choice America)</b></h3>
<div>
<p>For more than 55 years, Reproductive Freedom for All and its chapters have fought to protect and expand reproductive freedom &mdash;including access to abortion and contraception &mdash; for everybody. We are powered by our more than 4 million members from every state and congressional district in the country, representing the 8 in 10 Americans who believe every person should have the freedom to make the best decision for themselves about if, when, and how to raise a family.</p>
<p>
Reproductive Freedom for All centers diversity, equity, inclusion, and justice in our organization and our work. Continuously learning from our history, we hold ourselves accountable to achieve reproductive freedom with equitable access for everybody. As the oldest and largest national membership organization primarily focused on advocating for abortion access, we organize and mobilize, galvanizing millions of people to take action to defend reproductive freedom, and shining a spotlight of accountability on bad actors who work to impose their ideological agenda on others. We also work to elect champions for reproductive freedom and advance state and federal legislation to safeguard it. For more information on Reproductive Freedom for All, please visit our website.</p>
</div></div><div><p><b>
About the role:</b></p>
<p>
The Executive Administrative Assistant<b> </b>will support the Equity, Culture, and Talent Department in ensuring department-wide programs and initiatives are up-to-date, efficient, and properly followed, with specific support to the administrative needs of the COO and VP of ECT. This role will support the ECT department, COO, and VP with ongoing administrative tasks, ensuring continuity and seamless administration of programming within the department as well as adhoc requests.</p>
<p>
The incumbent of this position will have a keen eye for detail, be extremely organized, and display initiative. They will come to the position with experience, or a demonstrated ability, to create and implement systems to build efficiencies and review processes with an eye toward improvement and development. Because the Department is one that supports staff within the organization, to allow staff to be seen, heard, and have a sense of belonging, this position requires strong interpersonal skills, a customer service approach, and an ability to communicate effectively and work with collaboration and transparency.</p>
<p><b>
Location: </b>Hybrid in Washington, DC</p>
<p><b>
Reports to: </b>Vice President of Equity, Culture, and Talent</p>
<p><b>
This Position Is</b>: Full Time, Non-Exempt, Non-Union</p>
<p><b>
Salary: </b>$55,000 - $85,000</p><br>
<p></p>
<p><b>
Responsibilities:</b></p>
<ul>
<li>Support updates to the organization-wide procurement process by organizing contracts, monitoring end dates, maintaining vendor lists, and creating/managing SOPs, with a focus on transparency, accountability, and operational excellence;</li>
<li>Partner with the Senior Compliance and Payroll Specialist to regularly audit Department shared folders, ensuring personnel files, SOPs, and required documentation&mdash;particularly for bargaining unit employees&mdash;are accurate and up to date, reflecting compliance, equity, and attention to detail;</li>
<li>Review, sort, and distribute incoming physical mail to ensure timely routing of confidential and sensitive documents to the appropriate departments;</li>
<li>Support executives with meeting preparation, including outlines, presentation creation, and project management of action items;</li>
<li>Support tracking of organization-wide compliance requirements, such as annual employee policy acknowledgements,, promoting accountability, transparency, and adherence to organizational standards;</li>
<li>Project Manage the state charitable registration process to ensure 100% compliance;</li>
<li>Support the performance management process by inputting hired and departing staff information in Trakstar, ensuring staff complete their comments/evaluations in Trakstar for Mid-year discussions and Annual Reviews, conducting regular audits to ensure information is current and employees are assigned to appropriate processes;</li>
<li>In collaboration with the Senior Compliance and Payroll Specialist conduct regular updates to, and audits of, employee databases, to include ADP and Employee Navigator;</li>
<li>In collaboration with the Receptionist, create and maintain a list of Department invoices with the code and C3/C4 splits for ease of invoice submission;</li>
<li>Support recurring meetings with materials creation and updated (i.e Weekly Report, Department meeting agendas, etc);</li>
<li>Create and maintain a Department invoice tracking system, using Monday.com, and collaborate with the Receptionist to ensure invoices are stored correctly; serve as backup to Receptionist for processing invoices;</li>
<li>Maintain a list of current bargaining unit members, update as appropriate with new members, and track timely payments of union dues;</li>
<li>Support the General Counsel &amp; COO and Senior Director of Talent in managing strategic labor management relations deliberations;</li>
<li>Support the receptionist with maintaining the Department&rsquo;s Intranet page by ensuring all entries are current and relevant, and conduct quarterly reviews to ensure that outdated documents are not accessible to staff;</li>
<li>Serves as a backup to the Receptionist in the administrative approvals and troubleshooting with the Envoy visitor/mailing system;</li>
<li>In collaboration with the Senior Director of Talent and the Director of Equity and Culture, respond to queries with standard replies related to position openings and internship programs that are regularly received on the general information email;</li>
<li>Support finalizing and administering organization-wide policies;</li>
<li>Maintain tracking of mandatory training for staff and facilitate necessary follow-up;</li>
<li>Coordinate ECT office hours, including sending calendar invitations, when needed.</li>
<li>Perform additional duties as assigned, consistent with the role, while demonstrating adaptability, collaboration, and alignment with organizational priorities and values.</li></ul><br>
<p></p>
<p><b>
Qualifications:</b></p>
<ul>
<li>3&ndash;4 years of experience supporting the administration of infrastructure programs and executive operations, demonstrating a commitment to operational excellence, accountability, and high-quality support;</li>
<li>Demonstrated ability to create and maintain systems that promote organization, efficiency, and follow-through, contributing to clarity, consistency, and effective workflows;</li>
<li>Demonstrated ability to meet deadlines and handle multiple projects simultaneously;</li>
<li>Strong interpersonal skills;</li>
<li>Demonstrated customer service&ndash;oriented approach to supporting staff, ensuring a people-centered, responsive, and solutions-focused experience;</li>
<li>Demonstrated ability to communicate effectively, both orally, in writing and through visual mediums;</li>
<li>Proven ability to work collaboratively and with transparency;</li>
<li>Experience with, or the ability to learn, Google Suite and Microsoft Office;</li>
<li>Keen attention to detail and accuracy in preparing written documents, reflecting precision, integrity, and a commitment to excellence;</li>
<li>Strong emotional intelligence and ability to work with Senior Leadership and Executives;</li>
<li>Demonstrated commitment to, and passion for, the mission of the organization;</li>
<li>Demonstrated desire to work in, and contribute to, an organization that values diversity, equity, and inclusion;</li>
<li>High cultural competency, with the ability to engage effectively across diverse backgrounds and perspectives, fostering an inclusive and respectful workplace environment;</li>
<li>Proven ability to maintain confidentiality;</li>
<li>Deep commitment in supporting the professional development and well-being of staff, contributing to a healthy, inclusive, and values-driven workplace culture.</li></ul><br>
<p></p>
<p><b>
OPTIONAL: Nice-to-haves (or excited-to-learns):</b></p>
<ul>
<li>Experience with ADP and Employee Navigator;</li>
<li>Experience with Monday.com;</li>
<li>Adept use of visual presentation tools (Canva, Google Slides and Powerpoint);</li>
<li>Experience working with executives;</li>
<li>Knowledge or experience with state charitable registration process.</li>
</ul></div><div></div><div>
<div><b>Reproductive Freedom for All does not discriminate on the basis of race, ethnicity, national origin, religion, socioeconomic status, sex, sexual orientation, gender identity and expression, age, disability, marital status, veteran status, genetic information, or political affiliation.</b></div>
<div></div>
<div><b>Candidates with backgrounds, identities, and experiences that are historically underrepresented in reproductive freedom non-profits are encouraged to apply.</b></div>
<div>
<p><b>Reproductive Freedom for All does not permit staff to work from a country outside of the United States.</b></p></div></div></div>

Executive Administrative AssistantNew

Stimson Center

<div><p><b>Administrative Assistant</b></p><p><b>
FTE: 100%</b></p><p><b>
Salary: $49,500 to $73,500</b></p><p><b>
Location: Washington, DC</b></p><p></p><p><b><br>
About Stimson</b></p><p>
The Henry L. Stimson Center (Stimson), a nonpartisan global security think tank located in Washington, DC, seeks an Administrative Assistant reporting to the Deputy Chief of Staff in the Executive Office. This role ensures that our practices support our mission-driven work, align with Stimson's vision, values, strategic goals, standards of conduct, and operational objectives, and demonstrate our commitment to diversity, equity, inclusion, and employee well-being.
</p><p>We seek a highly motivated, organized, entrepreneurial, and collaborative individual committed to Stimson's mission and core values. This person understands that any organization is only as good as the people working there and the relationships they build and sustain. This job will require building authentic relationships with staff and affiliates that facilitate the successful candidate's ability to challenge, develop, and support them.</p><p><br>
</p><p><b>About the Program and Position Summary</b></p><p><i>
Full-time; in-office presence required Monday-Thursday, Friday remote</i></p><p>
The Henry L. Stimson Center seeks a highly organized and detail-oriented administrative professional to support the President &amp; CEO, the Senior Vice President of Research Programs, and Vice President of External Affairs, plus others in the Executive Office. This position is focused on administrative duties, including scheduling, coordination, and day-to-day administrative and logistical tasks that ensure the smooth operation of the Executive Office. This is not a research position. The ideal candidate is reliable, attentive to detail, proactive, and comfortable managing multiple tasks in a fast-paced environment. Strong organizational skills, professionalism, and clear communication are essential.</p><p></p><p><b><br>
Responsibilities:</b></p><ul><li>
Maintain calendars, schedule meetings, and coordinate travel for members of the Executive Office;</li><li>
Prepare logistical support for internal and external meetings, including scheduling rooms, preparing and distributing prep materials, arranging catering, or taking notes, when needed;</li><li>
Assist with preparation and formatting of agendas, correspondence, and reports;</li><li>
Support administrative coordination for Board of Directors events;</li><li>
Track and submit monthly expense reports;</li><li>
Maintain organized electronic and physical files and records; and</li><li>
Perform other administrative duties as may be required.</li></ul><p></p><p><b><br>
Qualifications &ndash; required:
</b></p><ul><li>Ability to keep pace in a high-speed work environment and an ability to respond to requests quickly;</li><li>
Meticulous organizational skills and attention to detail;</li><li>
Ability to manage multiple tasks and meet deadlines;</li><li>
Demonstrated ability to plan, prioritize, and schedule work activities while managing time efficiently;</li><li>
Ability to follow instructions and the capacity to self-manage;</li><li>
Ability to work both independently and with a team successfully;</li><li>
An innovative spirit, a way with people, a calm-under-pressure and flexible approach when things move quickly;</li><li>
Strong verbal and written communication skills;</li><li>
Excellent interpersonal skills, including the ability to build and manage relationships with all staff, donors, and others within the Stimson community;</li><li>
Accountability, professionalism, and commitment to excellence;
</li><li>Maintains discretion; and</li><li>
Intermediate to advanced skills in Microsoft suite (Outlook, Word, Excel, PowerPoint, etc.), Salesforce, and academic/foreign policy research.</li></ul><p></p><p><b><br>
Qualifications &ndash; preferred:
</b></p><p>Prior administrative or office support experience, preferably in a nonprofit environment.</p><p></p><p><br>
We welcome applications from candidates who may not meet all preferred qualifications.</p><p></p><p><b><br>
Application requirements:</b></p><ul><li>
Qualified candidates should submit cover letter with salary requirements and resume.
</li><li>Incomplete applications will not be considered.</li></ul><p><br>
</p><p>Applicants must be eligible to work in the United States. Visa sponsorship is not available for this position.</p><p></p><p><b><br>
Employee Benefits</b></p><p>
15 Vacation Days, 10 Sick Days, 13 Paid Holidays, Medical, Dental, and Vision Insurance, Retirement Match, Long-Term and Short-Term Disability Insurance, Accidental Death and Dismemberment Insurance, Life Insurance, Flexible Spending Plan, Commuting, Wellness, Education Benefits, Parental Leave, and Bereavement Leave.</p><p></p><p><i><br>
Stimson is an equal-opportunity employer. We will consider all qualified applicants without regard to race, color, religion, sex, national origin, disability, protected veteran status, sexual orientation or gender identity, or any other legally protected basis, in accordance with applicable laws.</i></p></div>

Administrative Assistant

<div>
 <p>
  We&rsquo;re hiring an Executive Assistant who thrives on organization, discretion, and proactive support. This role plays a critical part in enabling senior leaders to operate efficiently and effectively in a fast‑moving environment.
 </p>
 <p>
 </p>
 <p>
  <strong>
   Responsibilities
  </strong>
 </p>
 <ul>
  <li>
   Calendar management for executives
  </li>
  <li>
   Aid executive in preparing for meetings
  </li>
  <li>
   Responding to emails and document requests on behalf of executives
  </li>
  <li>
   Draft slides, meeting notes and documents for executives
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Qualifications
  </strong>
 </p>
 <p>
  <br/>
 </p>
 <ul>
  <li>
   Bachelor's degree or equivalent experience
  </li>
  <li>
   Proven professional success as an Executive Assistant
  </li>
  <li>
   Proficient in Microsoft Office suite
  </li>
  <li>
   Experience in managing multiple priorities, administrative coordination, and logistics
  </li>
  <li>
   Well-organized, detail-oriented, ability to multi-task with great follow-up skills
  </li>
  <li>
   Strong written and verbal communication skills
  </li>
 </ul>
 <p>
 </p>
</div>


Executive Assistant

spire

<p></p><div><p>Spire is seeking a highly organized and proactive Executive Assistant to support our Chief Financial Officer (CFO), Chief Legal Officer (CLO), and Board of Directors (BoD). This role sits at the center of Spire's executive operations, with a particular focus on Board of Directors processes, global facilities management support, executive governance, and high-impact cross-functional coordination.</p><br>
<p></p>
<p>
This is more than a traditional Executive assistant role. You will be a trusted partner to senior leadership, ensuring seamless execution of board activities, executive priorities, and company-wide initiatives. The ideal candidate thrives in a fast-paced, global environment, anticipates needs before they arise, has a strong attention to detail, and brings structure to complexity.</p><br>
<p></p>
<p><b>
What You'll Do</b></p>
<p><b>
Executive &amp; Strategic Support</b></p>
<ul>
<li>Manage complex, fast-moving calendars for the CFO and CLO</li>
<li>Coordinate meetings and ensure executives are well-prepared with materials and briefings</li>
<li>Act as a liaison across senior leadership, investors, and key external stakeholders</li>
<li>Support execution of high-priority initiatives</li>
</ul>
<p><b>Board &amp; Governance Operations</b></p>
<ul>
<li>Lead coordination of Board of Directors and committee meetings</li>
<li>Manage board calendars, annual schedules, and governance timelines</li>
<li>Coordinate preparation and distribution of board materials</li>
<li>Partner with Legal, Finance, and leadership teams to ensure accuracy and timeliness</li>
<li>Track action items and assist in maintaining board records</li>
</ul>
<p><b>Travel &amp; Logistics</b></p>
<ul>
<li>Plan and manage complex domestic and international travel for executives</li>
<li>Support logistics for board members and executive leadership as needed</li>
</ul>
<p><b>Operational Support</b></p>
<ul>
<li>Manage expenses and administrative processes accurately and on time</li>
<li>Prepare presentations and materials (PowerPoint, Excel, Word)</li>
<li>Support executive meetings, events, and office coordination as required</li>
<li>Assist with global facilities operations including special event management, planning and execution</li>
<li>Handle sensitive information with a high level of discretion</li>
</ul>
<p><b>Flexibility &amp; Responsiveness</b></p>
<ul>
<li>Provide support outside standard hours when needed, particularly around board cycles</li>
<li>Take on ad hoc and administrative tasks as required</li></ul><br>
<p></p>
<p><b>
Who You Are</b></p>
<ul>
<li>Significant experience supporting C-level executives (or equivalent senior leaders in consulting, banking, or legal environments)</li>
<li>Demonstrated experience managing Board of Directors processes and executive governance activities</li>
<li>Exceptional organizational skills with the ability to manage multiple priorities in a fast-paced environment</li>
<li>Strong attention to detail and commitment to accuracy, especially with high-stakes materials</li>
<li>Outstanding communication skills, both written and verbal, with the ability to interact confidently at all levels</li>
<li>High level of discretion and professionalism when handling confidential information</li>
<li>Proactive, resourceful, and solutions-oriented mindset</li>
</ul>
<p><b>Technical Skills</b></p>
<ul>
<li>Advanced proficiency with Microsoft Office (Outlook, PowerPoint, Excel, Word)</li>
<li>Experience with collaboration and document management tools (e.g., SharePoint)</li></ul><br>
<p></p>
<p>
</p><p>Spire operates a hybrid work model, and this position will require you to work a minimum of three days per week in the office.</p>
<p>
Access to US export-controlled software and/or technology may be required for this role. If needed, Spire will arrange the necessary licenses&mdash;this is not something candidates need to have before applying. #LI-RK1</p><div><p><b><br>
Global Perks</b></p>
<p>
️ Name Your Satellite Program (NYSP)<br>
 Launch Attendance<br>
 Generous Time Off Policy<br>
 Education Assistance Program<br>
 Employee Assistance Program (EAP)<br>
 Employee Stock Purchase Program (ESPP)<br>
 Family Leave<br>
 Fitness Reimbursement<br>
 Employee Referral Program<br>
 Healthy snacks &amp; beverages in every office</p><br>
<p></p>
<p><b>
About Spire</b></p>
<p><i>
We</i> <i>improve life on Earth with data from space.</i></p>
<p>
Spire Global is a space-to-cloud analytics company that owns and operates the largest multi-purpose constellation of satellites. Its proprietary data and algorithms provide the most advanced maritime, aviation, and weather tracking in the world. In addition to its constellation, Spire's data infrastructure includes a global ground station network and 24/7 operations that provide real-time global coverage of every point on Earth.</p><br>
<p></p>
<p><br>
<i>Spire is Global and our success draws upon the diverse viewpoints, skills and experiences of our employees. We are proud to be an equal opportunity employer and are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender identity or veteran status.</i></p>
<p><i>
To help </i><i>maintain</i><i> a safe and secure workplace for Spire employees, all candidates who receive a conditional offer will </i><i>be required</i><i> </i><i>to complete a background check</i><i>. This </i><i>may include criminal history and employment verification.</i></p>
<p><i>
Please take a moment to review </i><i>Spire's Global Data Privacy Notice for Employees, Contractors, Candidates and Visitors</i><i>, as well as</i><i> </i><i>Spire's Privacy Policy.</i></p><br>
<p></p>
<p><br>
<i>Kindly be advised that communication regarding your application may come from @spire.com, @recruiting.spire.com, or from Candidate.fyi (our scheduling tool).</i></p></div></div>

Spire Global

<p></p><div><p>Spire is seeking a highly organized and proactive Executive Assistant to support our Chief Financial Officer (CFO), Chief Legal Officer (CLO), and Board of Directors (BoD). This role sits at the center of Spire&rsquo;s executive operations, with a particular focus on Board of Directors processes, global facilities management support, executive governance, and high-impact cross-functional coordination.</p><p></p><p><br>
This is more than a traditional Executive assistant role. You will be a trusted partner to senior leadership, ensuring seamless execution of board activities, executive priorities, and company-wide initiatives. The ideal candidate thrives in a fast-paced, global environment, anticipates needs before they arise, has a strong attention to detail, and brings structure to complexity.</p><p></p><p><b><br>
What You&rsquo;ll Do</b></p><p><b>
Executive &amp; Strategic Support</b></p><ul><li>
Manage complex, fast-moving calendars for the CFO and CLO</li><li>
Coordinate meetings and ensure executives are well-prepared with materials and briefings</li><li>
Act as a liaison across senior leadership, investors, and key external stakeholders</li><li>
Support execution of high-priority initiatives</li></ul><p><b>
Board &amp; Governance Operations</b></p><ul><li>
Lead coordination of Board of Directors and committee meetings</li><li>
Manage board calendars, annual schedules, and governance timelines</li><li>
Coordinate preparation and distribution of board materials</li><li>
Partner with Legal, Finance, and leadership teams to ensure accuracy and timeliness</li><li>
Track action items and assist in maintaining board records</li></ul><p><b>
Travel &amp; Logistics</b></p><ul><li>
Plan and manage complex domestic and international travel for executives</li><li>
Support logistics for board members and executive leadership as needed</li></ul><p><b>
Operational Support</b></p><ul><li>
Manage expenses and administrative processes accurately and on time</li><li>
Prepare presentations and materials (PowerPoint, Excel, Word)</li><li>
Support executive meetings, events, and office coordination as required</li><li>
Assist with global facilities operations including special event management, planning and execution</li><li>
Handle sensitive information with a high level of discretion</li></ul><p><b>
Flexibility &amp; Responsiveness</b></p><ul><li>
Provide support outside standard hours when needed, particularly around board cycles</li><li>
Take on ad hoc and administrative tasks as required</li></ul><p></p><p><b><br>
Who You Are</b></p><ul><li>
Significant experience supporting C-level executives (or equivalent senior leaders in consulting, banking, or legal environments)</li><li>
Demonstrated experience managing Board of Directors processes and executive governance activities</li><li>
Exceptional organizational skills with the ability to manage multiple priorities in a fast-paced environment</li><li>
Strong attention to detail and commitment to accuracy, especially with high-stakes materials</li><li>
Outstanding communication skills, both written and verbal, with the ability to interact confidently at all levels</li><li>
High level of discretion and professionalism when handling confidential information</li><li>
Proactive, resourceful, and solutions-oriented mindset</li></ul><p><b>
Technical Skills</b></p><ul><li>
Advanced proficiency with Microsoft Office (Outlook, PowerPoint, Excel, Word)</li><li>
Experience with collaboration and document management tools (e.g., SharePoint)</li></ul><p></p><p><br>
Spire operates a hybrid work model, and this position will require you to work a minimum of three days per week in the office.</p><p>
Access to US export-controlled software and/or technology may be required for this role. If needed, Spire will arrange the necessary licenses&mdash;this is not something candidates need to have before applying. #LI-RK1</p><div><div><div><p>
The anticipated base salary range for this position is listed below. Final base salary for this role will be based on the location, skills, experience and qualifications. In addition to base compensation, this role may be eligible for annual equity awards and our employee benefits program, including vacation, sick, and personal time off; optional medical, dental, vision, life, and disability coverage; a 401(K) plan; health and wellness reimbursement program; and participation in Spire&rsquo;s Employee Stock Purchase Plan.</p></div><div><br>
Salary Range</div><div>
$90,000&mdash;$130,500 USD</div></div></div><div><p><b><br>
Global Perks</b></p><p>
️ Name Your Satellite Program (NYSP)<br>
Launch Attendance<br>
Generous Time Off Policy<br>
Education Assistance Program<br>
Employee Assistance Program (EAP)<br>
Employee Stock Purchase Program (ESPP)<br>
Family Leave<br>
Fitness Reimbursement<br>
Employee Referral Program<br>
Healthy snacks &amp; beverages in every office</p><p></p><p><b><br>
About Spire</b></p><p><i>
We</i> <i>improve life on Earth with data from space.</i></p><p>
Spire Global is a space-to-cloud analytics company that owns and operates the largest multi-purpose constellation of satellites. Its proprietary data and algorithms provide the most advanced maritime, aviation, and weather tracking in the world. In addition to its constellation, Spire&rsquo;s data infrastructure includes a global ground station network and 24/7 operations that provide real-time global coverage of every point on Earth.</p><p></p><p><i><br>
Spire is Global and our success draws upon the diverse viewpoints, skills and experiences of our employees. We are proud to be an equal opportunity employer and are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender identity or veteran status.</i></p><p><i>
To help </i><i>maintain</i><i> a safe and secure workplace for Spire employees, all candidates who receive a conditional offer will </i><i>be required</i><i> </i><i>to complete a background check</i><i>. This </i><i>may include criminal history and employment verification.</i></p><p><i>
Please take a moment to review </i><i>Spire's Global Data Privacy Notice for Employees, Contractors, Candidates and Visitors</i><i>, as well as</i><i> </i><i>Spire's Privacy Policy.</i></p><p></p><p><i><br>
Kindly be advised that communication regarding your application may come from @spire.com, @recruiting.spire.com, or from Candidate.fyi (our scheduling tool).</i></p></div></div>

Robert Half

<div>
 We are looking for an organized and proactive Office Manager to support a busy workplace in Washington, District of Columbia. This Long-term Contract position is ideal for someone who can keep office operations running smoothly while coordinating vendors, facilities, employee support, and executive-level administrative needs. The successful candidate will bring strong judgment, attention to detail, and a service-oriented approach to maintaining an efficient and welcoming office environment.
 <br/>
 <br/>
 Responsibilities:
 <br/>
 &bull; Oversee day-to-day office operations, ensuring facilities, vendors, and essential services are managed effectively.
 <br/>
 &bull; Lead discussions with suppliers, landlords, and service partners to secure favorable terms while tracking invoices and coordinating timely payments.
 <br/>
 &bull; Source and purchase office materials, furniture, and equipment in line with company guidelines and approved budgets.
 <br/>
 &bull; Act as the main point of contact for building-related matters, including access badges, keys, repairs, cleaning concerns, maintenance requests, and workplace technology coordination.
 <br/>
 &bull; Coordinate onboarding logistics for new employees by preparing documentation, arranging workspace setup, facilitating system and tool access, and supporting orientation activities.
 <br/>
 &bull; Arrange routine cleaning and upkeep for office spaces and equipment while helping maintain an organized, functional workplace layout.
 <br/>
 &bull; Support special initiatives such as team events, company gatherings, and other workplace programs that enhance employee experience.
 <br/>
 &bull; Provide executive administrative support through calendar coordination, travel booking, accommodation arrangements, and expense report processing.
 <br/>
 &bull; Partner with People &amp;  Culture to assist with employee benefits administration and help promote a safe, secure, and positive work environment.
 <br/>
 &bull; Monitor office inventory levels and review requests for supply purchases to ensure materials remain available without exceeding budget expectations.
 <br/>
 &bull; Experience managing office administration, workplace operations, or facilities coordination in a structured environment.
 <br/>
 &bull; Strong ability to order, track, and maintain office supplies and related inventory accurately.
 <br/>
 &bull; Working knowledge of accounts payable processes, including invoice review and payment coordination.
 <br/>
 &bull; Comfortable handling front-desk or receptionist-style responsibilities while providing attentive support to employees and visitors.
 <br/>
 &bull; Proven ability to manage multiple priorities, vendor relationships, and administrative tasks with minimal supervision.
 <br/>
 &bull; Strong communication and negotiation skills, with the ability to work effectively across teams and with external partners.
 <br/>
 &bull; Proficiency with standard office software and tools used for scheduling, documentation, and reporting.
 <br/>
 TalentMatch
 <sup>
  &reg;
 </sup>
 <br/>
 <br/>
 <p>
  Robert Half is the world&rsquo;s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
 </p>
 <br/>
 <br/>
 <p>
  Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app and get 1-tap apply, notifications of AI-matched jobs, and much more.
 </p>
 <br/>
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 <p>
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Office Manager

Smithsonian Science Education Center

<div><h3 class="jobSectionHeader"><b>Description</b></h3><div><br>
<b>
OPEN DATE: May 18, 2026
</b></div><div><b>CLOSING DATE: May 26, 2026 (This job will close once 100 applications are received which may be sooner than the closing date.)
</b></div><div><b>POSITION TYPE: Trust Fund</b></div><div>
<b>SALARY: 85,447 - 91,145</b></div><div>
<b>A PPOINTMENT TYPE: Temporary Not to Exceed One (1) Year, with the possibility of extension contingent on funding availability.</b></div><div>
<b>SCHEDULE: Full Time</b></div><div>
<b>DUTY LOCATION: Washington, DC</b><br>
</div><div><b>Position sensitivity and risk</b>: Non-sensitive (NS)/Low Risk<br>
<br>
Open to all qualified applicants</div><div></div><div><b><br>
What are Trust Fund Positions?</b></div><div>
Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program, which may include Health, Dental &amp; Vision Insurance, Life Insurance, Transit/Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, Smithsonian Early Enrichment Center (Child Care), Flexible Spending Account (Health &amp; Dependent Care).</div><div><b>
</b></div><div><b>
Conditions of Employment</b></div><ul>
<li>Pass Pre-employment Background Check and Subsequent Background Investigation for position designated.</li>
<li>Maintain a Bank Account for Direct Deposit/Electronic Transfer.</li>
<li>The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply.</li>
<li>Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.</li></ul><br>
<h3 class="jobSectionHeader"><b>
OVERVIEW</b></h3><div><br>
Smithsonian Science Education Center (SSEC) is currently seeking an Executive Assistant. The person in this position serves as Executive Assistant to SSEC Executive Director (formally, &ldquo;The Douglas M. Lapp and Anne B. Keiser Director&rdquo;). The purpose of this position is to ensure that the Executive Director manages and meets all of his/her priorities and obligations. The role translates directly into SSEC meeting its priorities and obligations.<br>
<br>
This position is onsite and will require some (&lt;10% annually) travel.</div><h3 class="jobSectionHeader"><b><br>
DUTIES AND RESPONSIBILITIES</b></h3><div><br>
<b>
Executive Support &amp; Calendar Management</b><br>
</div><ul><li>Manage the Director&rsquo;s calendar, including scheduling, rescheduling, and coordinating representation for internal and external meetings, presentations, and conferences.</li>
<li>Prepare agendas and materials for weekly managerial staff meetings, monthly All‑Staff meetings, and biannual SSEC Advisory Board meetings.</li>
<li>Manage travel preparations for the Director, including logistics, documentation, scheduling, and reconciliation in Smithsonian travel system in accordance with SI policies and procedures.</li>
<li>Attend meetings to document decisions, commitments, and follow‑up actions; prepare and distribute minutes or summaries.</li>
<li>Ensure all matters requiring the Director&rsquo;s attention are thoroughly researched, analyzed, and presented with clear alternatives and are in alignment with SSEC&rsquo;s mission and values</li>
<li>Produce charts, spreadsheets, and PowerPoint presentations to support Director initiatives.</li>
<li>Coordinate travel arrangements for invitational travelers as needed.</li>
</ul><div></div><div>
<b>Executive Office Communication Support</b></div><ul>
<li>Serve as the primary point of coordination for all communications for the Director, including email, phone, and in‑person inquiries.</li>
<li>Respond to inquiries from donors, government officials, and private‑sector leaders requesting information or meetings with the Director.</li>
<li>Ensure all external requests are handled professionally, promptly, and in alignment with Executive Office priorities.</li>
<li>Review proposals, inquiries, and recommendations to the Director; gather and analyze background information for relevance and completeness.</li>
<li>Redirect items not requiring the Director&rsquo;s attention to appropriate staff and ensure communications include all necessary participants.</li>
<li>Track follow‑ups to ensure timely responses.</li>
<li>Ensure all written materials are properly formatted, accurate, and free of errors.</li>
<li>Prepare routine correspondence for the Director&rsquo;s signature and draft responses to inquiries as needed</li></ul><div><br>
</div><div>
<b>Office &amp; Administrative Operations</b></div><ul>
<li>Manage daily office needs, including ordering supplies, maintaining service and equipment purchase orders, and facilitating credit card purchases for the Executive Office.</li>
<li>Maintain organized files and records for the Director&rsquo;s ongoing meetings and projects.</li>
<li>Conduct annual file reviews to determine what materials should be retained, archived, transferred, or destroyed.</li></ul><br>
<h3 class="jobSectionHeader"><b>
QUALIFICATION REQUIREMENTS</b></h3><br>
<ul>
<li>
Bachelor&rsquo;s degree preferred or equivalent experience.</li>
<li>Previous administrative experience (2-3 years) supporting a high-level executive, with duties that range from managing a calendar, scheduling complex travel, monitoring email, etc.</li>
<li>Demonstrated knowledge of MS Office computer software applications required &ndash; especially MS Outlook, Teams, Excel, and Power Point.</li>
<li>Problem-solver with strong demonstrated attention to details, organizational skills, and professionalism.</li>
<li>Demonstrated written professional communication skills with the ability to prepare, review and edit correspondence, email, meeting notes, and reports for Executive Director.</li>
<li>Skill in oral communication to delegate on behalf of the Executive Director, receive phone calls and guests, arrange meetings, prepare and review correspondence, brief executives and staff on issues of interest to the Executive Director and plan for meetings, travel and other commitments.
</li><li>Ability to manage multiple priorities simultaneously.</li>
<li>Experience writing for a blog, website, or social media.</li>
<li>Previous experience supporting or working with a professional Advisory Board a plus.</li>
<li>Knowledge of Smithsonian Institution systems preferred.</li>
</ul><div>Education completed outside the United States must be deemed equivalent to higher education programs of U.S. Institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and should be included as part of your application package.</div><div>
</div><div>
Any false statement in your application may result in rejection of your application and may also result in termination after employment begins.</div><div>
</div><div>Join us in &quot;Inspiring Generations through Knowledge and Discovery.&quot;</div><div>
<br>
Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week.<br>
<br>
What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager.</div><div>
</div><div>
Relocation expenses are not paid.<br>
<br>
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact <b>SSEC-HR@si.edu</b>. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. To learn more, please review the Smithsonian&rsquo;s Accommodation Procedures.</div><div>
</div><div>
The Smithsonian Institution is an <b>Equal Opportunity Employer</b>. To review The Smithsonian's EEO program information, please click the following: https://www.si.edu/oeo<br>
</div><br>
<h3 class="jobSectionHeader"><b>About Smithsonian Science Education Center</b></h3><div>
The Smithsonian Science Education Center (SSEC) is an education organization within the Smithsonian Institution. The SSEC&rsquo;s mission is Transforming K-12 Education Through Science&trade; in collaboration with communities across the globe. The SSEC promotes authentic, interactive, inquiry-based K-12 STEM teaching and learning; ensures all students and teachers can see themselves in STEM; and advances STEM education for sustainable development. The SSEC achieves its goals by developing exemplary curriculum materials and digital resources; supporting the professional growth of K-12 teachers and school leaders; and conducting outreach programs through NESST (Network for Emergent Socio-Scientific Thinking) and LASER (Leadership and Assistance for Science Education Reform) to help schools, school districts, state education agencies, and ministries of education implement transdisciplinary, inquiry-based science education (IBSE) programs. The Smithsonian Science Education Center values the teaching and learning of science in a world of unprecedented scientific and technological change.<br>
<br>
For additional information about the SSEC visit www.ssec.si.edu.</div></div>

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