Job Title: Executive Associate and Project Lead

Industry: Nonprofit / Philanthropy

Location: Remote (EST or CST preferred)

Assignment Type: Direct Hire

Pay: $85,000 to $120,000 commensurate with experience

Work Schedule: Monday through Friday, 9am to 5pm with occasional after-hours flexibility as needed

Benefits: This position is eligible for medical, dental, vision, and 401(k).

Job Description:

Executive Associate & Project Lead

Addison Group's client is seeking an experienced Executive Associate & Project Lead (EA) to partner with the Senior Director of Strategy, Policy and Legal Affairs. This role requires someone who is highly organized, adaptable, and proactive—able to anticipate needs, and manage complex workflows. The EA will operate as a true, hands-on thought partner and will be instrumental to the Senior Director's success.

As well as being responsible for the Senior Director's calendar, travel and expense reports, the EA will also be a key advisor to the Senior Director to help her execute on key priorities, and balance workload and information flow. This position will also manage a variety of projects and help support team-wide gatherings, retreats, meetings and other processes. This role will serve as a key liaison and conduit with EAs and Project Leads, and other team members across the organization. The successful candidate will not only bring extensive experience supporting senior executives, but will also have a track record in project management, relationship building, collaboration skills, excellent writing and oral communication skills, and outstanding attention to detail.

This role will report to the Senior Director. This is a full-time, exempt position. Addison Group's client offers ongoing remote work flexibility. A successful candidate can be located anywhere in the United States.

Job Responsibilities:

Core Executive Support (60%):

• Calendar and schedule management - owns a complex, frequently changing calendar, across time zones for both the Senior Director and the team.
• Travel and logistics coordination - arranges complex domestic/international travel itineraries and expense tracking on behalf of the Senior Director.
• Priority setting and time management - supports and balances the Senior Director's workload, juggling competing, shifting demands while demonstrating an understanding of the Senior Director's key priorities. Discerns what is urgent vs. important while managing information flow, triaging essential vs. non-essential commitments, resolving issues, prioritizing, and providing analysis and advice on key issues.
• Anticipatory problem solving - anticipates the Senior Director's needs by proactively identifying scheduling conflicts, gathering relevant materials before meetings, and flagging priorities before being asked — builds this remotely through close attention to the Senior Director's patterns, preferences and upcoming commitments.
• Meeting preparation and briefing support - provides accurate, timely and relevant preparation support. Ensures the Senior Director is fully prepared for meetings and travel by conducting preliminary research, assembling briefing materials and agendas, and drafting relevant talking points.
• Discretion, confidentiality and integrity - demonstrates a high degree of discretion and confidentiality, handles sensitive information securely, exercises sound judgment in determining the appropriate context, setting, and audience for sensitive communications.

 Communication & Stakeholder Engagement (20%):

• Written materials and meeting management - drafts correspondences, memos and presentations on behalf of the Senior Director. Provides logistical and agenda support for meetings, including design of meeting agendas, coordination of content, minutes, and tracking actionable follow-up items.
• Virtual relationship-building - builds trust and rapport with executives, leadership team, and outside contacts, without in-person interactions. Develops strong relationships across the organization to ensure effective collaboration and proactive communication.
• Stakeholder and cross-departmental liaison - connects regularly with other staff members across Addison Group's client to ensure cross-organizational coordination of the Senior Director's work and projects. Serves as a credible point of contact, representing the Senior Director internally and externally. Engages cross-functionally to help facilitate information flow and identify opportunities for collaboration and outreach across teams.
• Asynchronous communication excellence - writes complete, context-rich messages that don't require a follow-up. Poised, clear and professional communications in meetings and with stakeholders across Addison Group's client, at every level.

 Project & Operations Management (20%):

• Project and process management - tracks deadlines, action items, and cross-functional initiatives to completion. Based on the Senior Director's key priorities, ensures timely follow-up and triages with key stakeholders across the organization and broader portfolio of Addison Group's client.
• Event management - supports team retreats and cross-organizational convenings, including leading on event design, coordinating/contributing to event content, and managing the successful delivery of each event.
• Team coordination - works efficiently to build effective processes, helps develop collaborative and transparent culture and supports effective and timely decision-making processes.
• Annual planning and budget management - coordinates and manages org-wide processes for the Senior Director, including annual planning and budgeting. Supports the Senior Director in executing priorities by tracking pace and outcomes of each project, coordinating priority projects in partnership with the Senior Director. Manages invoices, expense reports, contract and purchase order processing as requested by the Senior Director.
• Other duties as assigned - performs other duties, responsibilities and activities as assigned.

 Knowledge, skills and abilities - must-have requirements:

• Executive-level support – 2–5 years of relevant experience as an executive assistant, ideally in roles involving executive or principal support. Experience supporting senior executives and operating as a thought partner.
• Excellent written and verbal communication skills - outstanding attention to detail, and the ability to track, execute and manage multiple work streams.
• Ability to build credibility and trust - a track record of building successful partnerships with deep rapport and trust. Experience working cross-functionally and collaboratively to quickly earn trust with team members and peers.
• Project management experience - extensive experience in project management, including managing stakeholders, timelines, deliverables and coordinating multiple streams of work. Experience planning and designing meetings, retreats and events.
• Experience working remotely - comfortable working with a distributed team across multiple time zones.
• Composure under pressure - stays steady and professional through tight deadlines and competing priorities.
• Adaptability - high degree of comfort with change and ambiguity. Adjusts quickly to shifting priorities, incomplete information, or last-minute changes. Receptive to feedback. Actively seeks input and adjusts behavior.
• Confidentiality - a track record of managing highly sensitive and confidential information in professional settings, with the ability to exercise sound judgement in determining the appropriate context for protecting, handling, and sharing confidential documents and communications.
• Proactive self-starter - demonstrates initiative whether working on routine administrative tasks or higher-order projects. Proactively identifies needs and addresses challenges before they arise, without waiting for direction. Resourceful approach to problem-solving, demonstrating independent judgment and sound decision-making.
• Technical skills - knowledge of, or the ability to learn, Apple and Microsoft Office applications and videoconferencing technology. Experience working with Word, Excel, expense report software, and fluency with project management tools.

 Salary & Benefits:

Salaries are market-based and competitive commensurate with skills and experience. The salary for this position will range from $85,000 to $120,000. This is a fully remote position, and can be performed anywhere in the United States, with a preference for candidates located in EST.

The company provides competitive benefits including, but not limited to:

• Medical, dental, vision, and life insurance
• 401K with matching employer contributions
• 20 days of PTO, in addition to observance of national holidays
• Wellness programs and fund 

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.