Executive Assistant (Communications) - National Geographic

How You’ll Contribute The Communications division leads the development and execution of integrated communications and marketing strategies to further the mission of the National Geographic Society and advance its position as one of the world's most trusted non-profit organizations and global brands. Driven by the Society's vision to be more globally known for its impactful Explorer-led mission programs, the Division's creative and strategic minds develop strategic communications, marketing campaigns, creative, content, and media to promote the Society's strategic plan and key priorities. The Division comprises six departments: Engagement and Marketing Strategy, Brand, Creative, Strategic Communications, Executive Communications, and Content and Editorial. The Executive Assistant provides confidential administrative support to the Chief Communications, Marketing & Brand Officer (CCMBO), using extensive knowledge of the organization, of NGS’s policies, and a high level of technical and interpersonal skills. This position operates with considerable independent judgment and initiative, and collaboration with the team. Your Impact Responsibilities Include Administration (60%) Proactively manages the CCMBO’s day utilizing excellent prioritization skills, discretion, and tact while maintaining complete confidentiality. This includes, but is not limited to: Full calendar management including strategic scheduling and thoughtful coordination with internal and external constituents. Ensuring the CCMBO is appropriately prepared for meetings through succinct communications and compilation of accurate briefing materials. Facilitating ad hoc meetings, such as programmatic meetings, external meetings, and Communications All Hands meetings through the preparation of agendas, PowerPoint presentations, logistical planning (catering, meeting spaces, technology), and timely communications. Preparing and disseminating directives and action requests to others on behalf of the CCMBO to ensure efficient workflow. Monitors deadlines, follow up on delegated tasks and provides reminders. Works closely with the CCMBO when planning and coordinating CCMBO travel including the compilation of appropriate briefing materials, coordination with other travelers, booking arrangements (air, hotel, ground, transfers), monitoring travel restrictions, keeping visas and passports up-to-date, and monitoring CCMBO’s needs while on the road. As appropriate, the EA also works closely with the CEO’s office, as well as other senior team member offices, for CCMBO-related travel including developing and updating itineraries, booking transportation, confirming meetings, and gathering all relevant briefing materials. Independently manages a variety of administrative tasks for the CCMBO including expense reports, reimbursements, and invoice submissions in a timely and efficient manner. Maintains and develops their expertise as an EA. Attends training and/or conferences, as appropriate, to support personal expertise development. Operational/Special Project Support (40%): Supports the CCMBO to manage and address divisional needs, including, but not limited to: Attends weekly Communications leadership meetings and works alongside the team to drive the work of the division and ensure collaboration that facilitates effective working relationships across the Society. Creates agendas for regular cross-divisional meetings and maintains meeting minutes. What You’ll Bring Educational Background Bachelor's degree preferred or equivalent work experience. Minimum Years and Type of Experience 5+ years of progressively responsible experience in administrative positions, including at least two years in an executive office. Experience working in a fast-paced matrixed office required. Necessary Knowledge and Skills Excellent administrative, organizational, and oral/written communication skills are required. Ability to multi-task and anticipate needs, discern priorities, and meet deadlines with exceptional attention to detail. Proven ability to exercise good judgment and critical thinking while maintaining confidentiality. Professional demeanor and high level of comfort working with high profile and high net-worth individuals. Ability to take initiative and work well in a deadline-oriented, fast-paced, and high-pressure environment with superior follow-up skills. Advanced proficiency with MS Office, including Outlook, PowerPoint, Word, and Excel; and Google Suite, including Google Calendar and Google Meet Ability to interact effectively with all levels of employees including executive/senior staff, Board of Trustees, dignitaries, and other special representatives. Ability to operate independently, prioritize, and meet deadlines. Demonstrated interest in the priority areas of the National Geographic Society. Supervision None Salary Information National Geographic Society offers a competitive and holistic total rewards package. Our compensation structure and transparent pay philosophy are based on industry-specific market data for similar sized nonprofit organizations. The hourly range for this position is $35.91 - $41.35. Pay offered to candidates will be based on several factors including but not limited to industry-based or other relevant work experience, education, skills, certifications, and training. In addition, National Geographic Society offers a competitive and comprehensive benefits package that includes, but is not limited to, medical, dental, and vision insurance; engaging and comprehensive wellness program; 401(k) retirement savings plan with matching contributions after 6 months of employment; flexible paid time off benefits with up to 22 days of paid annual leave per calendar year (15 days for new hires in their first year, prorated based on the number of pay periods remaining in the year) and 10 days of sick leave; 12 paid holidays and a paid winter break between December 25 and 31; paid parental leave, adoption and surrogacy expense reimbursement, fertility benefits; learning and development opportunities; Lifestyle Spending Account; pet adoption assistance and insurance; pre-tax transportation benefits with a generous employer subsidy; employer-paid life insurance and disability benefit; and a variety of National Geographic discounts and perks. Job Designation Resident - Our Resident category recognizes that certain staff need to be physically present at Base Camp to do their work. Some Resident staff must be at Base Camp every day to do their jobs, while others may only need to be physically present onsite some of the time to meet looming deadlines or to get work done and may require a unique schedule. As such, this category has been revised to provide maximum flexibility depending on what’s required for each individual role. The days Resident staff come into the office will be determined by their teams and workflow, and they should work with their supervisors to determine their specific schedule. And throughout the year, their schedule may be adjusted based on cyclical work cycles, deadlines, and/or ebbs and flows of work. Candidates must be legally authorized to work in the United States. This position is not eligible for visa sponsorship. We encourage you to apply even if your experience is not a 100% match with the position. We are looking for someone with relevant skills and experience, not a checklist that exactly matches the job description. We want to help you grow and in return, you help us grow into a stronger, more inclusive organization. Who We Are The National Geographic Society uses the power of science, exploration, education and storytelling to illuminate and protect the wonder of our world. Our mission is only complete when our staff, explorers, educators, youth and partners are seen, valued, and heard. We embrace each person’s identity, experiences, and abilities, and we commit to cultivating an environment where everyone benefits from opportunity, mutual respect and a sense of belonging. We are committed to cultivating an environment that promotes diversity, equity and inclusion for our staff, explorers and educators and partners. National Geographic's headquarters is located in the heart of Washington, D.C. We offer our employees a comprehensive benefits package, including health and dental benefits, generous vacation and parental leave time, a 401(k) plan, flexible work options, career development, and a thriving Diversity, Equity and Inclusion program. In addition to our generous benefits, we also offer unique perks which include free museum admission, discount to our museum store, film screenings, world class events with visiting speakers, an employee volunteer day and a robust wellness program.