The Heritage Foundation
Executive Assistant, Chief Advancement Officer
Washington, DC - Full Time
Title: Executive Assistant, Chief Advancement Officer
Reports to: Chief Advancement Officer
Job Summary: 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
Travel and Expenses
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
Other Requirements:
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.
Reports to: Chief Advancement Officer
Job Summary: 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.
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
Other Requirements:
- 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.
