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

• Serve as the liaison to staff and external stakeholders seeking meetings and contact with the CAO; ensure efficient execution of the CAO’s portfolio of activities.
• Manage and track the CAO’s daily and long-term calendars; anticipate and avoid scheduling conflicts.
• Maintain internal scheduling communication with the CAO’s direct reports.
• Manage regular communication and updates with Vice Presidents and Directors.
• Vet internal and external requests and track their completion.
• Prioritize and prepare the CAO for all internal and external meetings, events, and trips.
• Develop and provide appropriate briefing materials in advance of internal and external meetings and events.
• Work with the Development department to arrange donor meetings for the CAO, as well as his 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.
• Plan signature CAO meetings including, but not limited to, JanPlan, Midplan, and staff meetings.

Travel and Expenses

• Coordinate all CAO domestic and international travel.
• 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.

Qualifications:

Education: Bachelor’s Degree preferred

Experience: 3-4 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.