Executive Assistant to the President

The German Marshall Fund is a thought leader on issues critical to transatlantic interests in the 21st century, including the future of democracy, security and geopolitics, alliances and the rise of China, and technology and innovation. By drawing on and fostering a community of people with diverse life experiences and political perspectives, GMF pursues its mission by driving the policy debate through cutting-edge analysis and convening, fortifying civil society, and cultivating the next generation of leaders on both sides of the Atlantic. 

The Executive Office (EO) is a small, high-impact team that drives GMF to deliver in the face of great strategic challenges to the transatlantic alliance today. The Executive Office is the public face of GMF with representation to the highest level of governments, strategic partners, business and thought leaders. In addition, the EO manages the senior leadership team to enable GMF to ensure organizational goals are achieved.  

Job Summary: 

As a key member of a high-functioning and impact-driven Executive Office team, the Executive Assistant to the President provides seasoned, executive level support for GMF’s president. S/he/they manages the President and the Chief Operating Officer’s (COO) heavy meeting and travel schedules and systems and tools to meet a broad variety of administrative needs. The Executive Assistant should have a proven track record of time and project management, results orientation, and skilled communication. This individual must also be able to maintain scrupulous confidentiality, have a keen attention to detail and work independently and professionally while balancing multiple priorities, often against tight deadlines. 

The Executive Assistant must have exceptional writing, editing, and communication skills. The successful candidate will have high emotional intelligence and be discreet, reliable, and organized. Working in close collaboration with the Chief of Staff and other members of the Executive Office team, the Executive Assistant is an integral member of the Executive Office.   

Essential Duties/Responsibilities:

• Serves as “gatekeeper” for the Executive Office to ensure the most efficient use of the president’s time and to streamline day-to-day operations to maximize efficiency 
• Serves as a trusted partner for President, Chief Operating Officer, and the Chief of Staff to manage complex and confidential matters within the Executive Office 
• Oversees all administrative tasks for the President and Chief Operating Officer, including but not limited to calendar management, travel logistics (including accommodations, meals, and transportation) and preparation of all supporting materials 
• Manages extensive and multi-destination travel (international and domestic) for the president and COO 
• Prepares materials for meetings and all external engagements; performs extensive background research as needed and gathers relevant information from GMF staff 
• Drafts and edits executive-level correspondence 
• Appropriately distributes information and tracks communication flow from the Executive Office to other departments, offices, and partners; ensures timely response and follow-up on deliverables from others and from the Executive Office 
• Prepares executive financial documents, including the executive office budget, reimbursement forms, expense reports, and other documents as needed 
• Updates GMF’s contact database and Executive office records 
• Assists the Chief of Staff with coordination of logistics associated with engagement with the Board including onboarding of new members, meeting technology improvements, presentation materials, etc.  
• Manages travel logistics for trustee travel to GMF meetings/conferences 
• Effectively represents GMF’s values in all engagements, internal and external, along with team player attitude including a willingness to take on special projects and additional duties as required 

Knowledge and Skills Needed: 

• Minimum of 5-years executive assistant level work experience
• Can-do, proactive attitude with a high level of maturity, professionalism, poise, and excellent judgment 
• Exceptional attention to detail
• Ability to foresee, identify and resolve problems in a timely manner 
• Ability to work independently and as part of a team while carrying out tasks with minimal supervision, and able to accept direction on given assignments 
• Ability to multi-task and manage competing priorities 
• Strong facility with Microsoft suite (Outlook, Excel, PowerPoint, Word, SharePoint) and digital platforms in general
• Excellent verbal and written communication skills; exceptional interpersonal communication skills. Proven record maintaining confidentiality  
• Facility with working collaboratively 

Education: Bachelor’s degree (Preferred) 

Salary: $70,000 - $80,000

We highly encourage individuals from underrepresented backgrounds to apply. Historically, underrepresented groups include (but are not limited to) Black, Latinx/o/a/e, Indigenous, Asian, Arab, Middle Eastern, Pacific Islander, biracial, multiracial, female-identifying, the disability community, LGBTQIA+, and other marginalized identities. 

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At GMF we are dedicated to building a diverse and authentic workplace, so if you are excited about this role, but your experience does not align perfectly, we encourage you to apply. You may just be the right candidate for this or other roles at GMF.