Executive Assistant (Advancement)

How You’ll Contribute

The Advancement team cultivates, solicits, and stewards individuals, as well as foundation, government and corporate partners who invest in the Society to drive impact through science, technology, education, exploration, and storytelling. The team collaborates with Society teams – and often works closely with NGP/Disney – to build transformative and impact-driven strategic partnerships. The team also produces global events that deepen connections and leverage the Society’s power to convene, and directs robust annual, major and planned giving programs empowering the Society with a broad base of public support.
The Executive Assistant provides strategic support to the Chief Advancement Officer (CAO) by managing administrative, operational and special projects for NGS’s Advancement team. This role provides high-level project and administrative support and serves as a liaison with the experts within the advancement office to source information as well as prepare reports and presentations. This position works closely with the CAO and the senior advancement team to coordinate efficient operations of the office to meet the Society’s ambitious fundraising goals.

Your Impact

Responsibilities Include: 

Proactively manage the CAO’s day utilizing excellent prioritization skills, discretion, and tact. (70%) This includes, but is not limited to:

• Actively monitor the CAO’s inbox to ensure that urgent items are handled appropriately including sourcing accurate information, drafting responses, and responding on behalf of CAO where appropriate.

• Manage the CAO’s calendar including strategic scheduling and thoughtful coordination with internal and external constituents.

• Ensure the CAO is appropriately prepared for meetings through succinct communications and compilation of accurate briefing materials.

• Facilitate ad hoc and recurring meetings, such as Board Advancement Committee meetings, executive leadership meetings, and advancement team meetings through preparation of agendas and talkers, PowerPoint presentations, logistical planning (catering, meeting spaces, technology), and timely communications.

• Prepare and disseminate directives and action requests to others on behalf of the CAO to ensure efficient workflow. Monitor deadlines, follow up on delegated tasks, and provide reminders.

• Serve as the CAO’s liaison to advancement staff, senior leadership, board of trustees, other NGS departments, and external parties as a resource for accurate information while maintaining complete confidentiality and discretion.

Plan and Coordinate all CAO travel. (15%) This includes, but is not limited to:

• Collaborate closely with the CEO’s office and other SLT offices as needed for advancement related travel including developing and updating itineraries, booking all arrangements (air, hotel, ground, transfers), keeping relevant visas and passports up to date, confirming meetings with donors and prospects through the relevant relationship managers, and maintaining the overall travel schedule.

• Ensure the CAO is prepared for all meetings while traveling by working with important stakeholders to gather all relevant briefing materials.

• Monitor travel restrictions and urgent needs for the CAO while they are on the road; elevating critical and timely information as needed. 

Support Special Projects. (10%) This includes, but is not limited to:

• Work closely with the CAO and senior advancement team to support implementation of all aspects of regular and ad hoc VIP event programming and special donor recognition events as needed. 

• Responsible for any other ad hoc projects assigned by the Chief Advancement Officer.

Independently manage a variety of administrative tasks for the CAO. (5%) This includes, but is not limited to:

• Record all donor and prospect interactions through the advancement portal (Raisers Edge) including meetings, calls, visits, and proposals.

• Handle expense reports, reimbursements, and invoice submissions in a timely and efficient manner.

• Maintain accurate hard and soft records including contacts and reports.

What You’ll Bring

Minimum Education Required

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 advancement or fundraising office required.

Necessary Knowledge and Skills

• Excellent administrative, organizational, and oral/written communication skills 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, Excel.

Desired Qualifications

• Experience with the Raiser’s Edge or other advancement CRM database and ability to learn new applications preferred

Supervision

No direct reports

Salary Information

The 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 salary range for this position accounts for a wide range of factors including but not limited to organizational need; specific skill sets; experience and training; certifications; and more. At the National Geographic Society, individuals are typically hired at or near the starting point of the salary range for their role, and compensation decisions are dependent on the facts and circumstances of each case.

The hourly range for this position is $39.28 - $41.35.

In addition, the 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 (May not apply to all roles that are required to work during high volume seasons or essential workers. Please check with the hiring manager for confirmation.); 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.