Reporting directly to the Chief Program Officer, The Executive Assistant (EA) provides executive, project and administrative support to the Chief Program Officer. The EA will work closely with the Program Department including the Campaign, Engagement, Actions, Communications and Program Operations teams and external stakeholders in service of the Chief Program Officer. The Executive Assistant will serve as the first point of contact and communication liaison for all internal and external matters involving the Chief Program Officer. This role will oversee and coordinate outreach, and serve as the gatekeeper for the CPO, helping to screen, prioritize and respond to requests. This position will manage and leverage the Chief Program Officer’s time, correspondence, and travel, while developing and implementing administrative strategies that increase efficiency and impact of the CPO in her role. This role will also oversee and manage specific projects as assigned by the Chief Program Officer.

The candidate must be an adept self-starter with the ability to thrive in a rapidly changing, fast paced and deadline driven environment. Additionally, this position requires a high degree of professionalism, strong organization and communication skills, and the ability to instill confidence and work well with a wide variety of people. The Executive Assistant must maintain a high level of discretion and handle confidential information appropriately. This position is not static and will be revised as the needs of the organization evolves.

This position is based in Washington, DC with occasional travel to Oakland, CA or elsewhere for training and meetings. While it is generally a Monday-Friday role, there will be occasional need for availability on weekends, evenings, and special events.

This role will be responsible for:

• Management of the Chief Program Officer’s Office
• Plan and coordinate the CPO’s calendar in alignment with established priorities, serving as both “gatekeeper” and “gateway” to create win-win situations for direct access to the CPO’s time and office
• Manage the CPO inbox in collaboration with the ED, synthesize content, draft or answer correspondence when appropriate, and ensure timely follow up
• Create and edit documents, presentations, and correspondence for the Chief Program Officer upon request
• Project manage special projects, including those within the organization and sometimes with allies
• Manage and approve various administrative items on behalf of CPO
• Assist the Chief Program Officer in completing administrative tasks, including expense reports, signing letters, etc.
• Manage end to end travel processes, including arranging strategic meetings, speaking engagement requests, providing appropriate briefings, setting itineraries, and managing expenses
• Attend meetings when requested to synthesize content, collect agenda items, and take notes
• Provide real time support as needed while CPO is traveling, in meetings, or for time sensitive updates and communications
• Contribute to and cultivate a culture of direct feedback, equitable and transparent practices, and collaborative workspaces while prioritizing integrity, collectivity, and racial justice
• Other projects and support as requested by the CPO

Priorities in an EA to CPO:

• Calendar management that aligns with CPO priorities and takes into account forward looking plans. Includes having all materials prepared a day in advance of meetings, juggling urgency and priority when scheduling or moving meetings, and ensuring effective follow up after meetings.
• Excellent written communications including synthesizing content with proactive email and file management
• Project management; skillful facilitation and ability to drive projects through the organization through the vision of the CPO
• Relationship management
  • Develop relationships and support Chief Program Officer relationships with high level contacts
  • Liaison between Executive Director and Greenpeace USA staff, Greenpeace International and other external stakeholders