Executive Assistant

Executive Team · Washington, District of Columbia
Department Executive Team
Employment Type Full-Time
Minimum Experience Mid-level
Compensation $55,000 - $65,000 DOE


Job Title: Executive Assistant 


Position Status: Full time, salaried, exempt


Work Location: The candidate will ideally be based in the Los Angeles, California area (working from a home office there) or our Washington, D.C. office (currently closed during the COVID pandemic, with D.C. area staff working from home). We are open to remote work from elsewhere within the United States for the right candidate.


Posting Date: January 13, 2022

Position summary:

Free Press works to give people a voice in the crucial decisions that shape our media. We believe that positive social change, racial justice and meaningful engagement in public life require equitable access to technology, diverse and independent ownership of media platforms, and journalism that holds leaders accountable and tells people what’s actually happening in their communities. We work at the intersection of media and technology to strengthen our democracy.


The executive assistant provides high-level administrative support, and works closely with our two Co-CEOs and members of the executive and development teams to ensure the overall cohesion and effectiveness of Free Press. The ideal candidate has experience in administrative functions in both physical and virtual office settings, and thrives on creating and implementing new processes, is detail oriented, and a self-starter.


The executive assistant reports to the Co-CEOs. This job requires flexibility in work schedule, generally aligning to U.S. East Coast business hours. Job duties may require evening and weekend work during peak campaign cycles or in the lead up to special events. Occasional local, regional and national domestic travel is required, including to events or meetings hosted by others (following Free Press’ COVID-19 pandemic protocols).


Free Press is composed of two separate organizations, Free Press and Free Press Action Fund. Both entities share the same overall mission and employees will have time assigned to one or both entities. This job description refers collectively to the two organizations under the name “Free Press.”


Primary Responsibilities:

General executive assistance (45% of time): The executive assistant will maintain utmost discretion and confidentiality while providing general administrative support to the Co-CEOs and other key staff as requested.

  • Organize and maintain the Co-CEOs’ schedules and calendars on a daily basis, help balance and triage pressing priorities, confirm meetings and make reservations or appointments as needed. 
  • Review and help manage the Co-CEOs’ email inboxes and internal Slack communications, flagging priority messages in need of a response, and generally keeping the Co-CEOs up to date on their messages. 
  • Arrange the Co-CEOs’ travel schedule and hotel/transportation reservations as needed.
  • Assist with record-keeping as requested to support internal accounting functions, including timesheets, expense records and other tasks supporting HR and finance functions.
  • Effectively and professionally communicate with high-level stakeholders including allies, donors, journalists and internal colleagues to help the Co-CEOs respond to a high volume of needs and requests.
  • Coordinate scheduling of internal meetings (e.g. all-staff and executive team meetings), draft agendas, take notes, and provide assistance during presentations as requested. Facilitate re-scheduling of meetings involving the Co-CEOs as needed.
  • Represent the Co-CEOs in internal or external meetings as requested. Ensure timely follow-up to meeting actions assigned to the Co-CEOs.
  • Coordinate staff retreats and special events, including venue selection, speaker and special-guests support, event budget creation and control, and event follow up.
  • Handle other special projects and duties as assigned by the Co-CEOs.


Fundraising/Development Support (45%): The executive assistant provides significant support to the Co-CEOs in their role as chief fundraisers.

  • Support the Co-CEOs’ participation in and team preparation for regular and development-team meetings and fundraising meetings with campaign and program staff. Prepare agendas and materials, take notes, track follow-up assignments.  
  • Support the development team with identifying prospects via traditional research methods and research funder priorities. 
  • Strategize with program staff on how best to connect to new funders.
  • Support staff across the organization in pursuing funding opportunities, and facilitate collection of contact information for prospective donors from staff networking at events, panels, speaking engagements and while traveling.
  • Manage and schedule delivery of a variety of donor communications, including monthly Co-CEO email messages to key supporters, slide decks for pitches to prospective donors, issue briefs for coalition partners and allied organizations, etc.
  • Draft donor related correspondence, including email meeting invitations, direct appeals for support, thank you letters, informal progress updates, etc.
  • Support planning and implementation of donor cultivation and appreciation events.
  • Support the entire development team in maintaining data integrity and timely entry of data into Salesforce. 
  • Maintain working knowledge of Salesforce and DonorSearch to assist the Co-CEOs and development team staff with tracking donor contacts, prospect research, wealth screening, etc.


Board Support (10%): The executive assistant assists the Co-CEOs and the COO/CFO in engaging our boards in good governance and financial oversight of the organizations, leveraging board relationships in service of fundraising and development. 

  • Provide support for quarterly board meetings, including selecting venues for in-person meetings, scheduling board member travel and facilitating travel reimbursements, and facilitating participation by special guests as requested.
  • Prepare board and board committee meeting agendas, attend meetings, take notes, and finalize official meeting minutes for board approval.
  • Draft periodic updates for the boards to keep them informed of work in progress, challenges and opportunities.
  • Assist the Co-CEOs with research, vetting and communication with prospective new board members. 
  • Create and maintain board orientation and support materials.
  • Keep board contact lists up to date and collect annual demographic and disclosure of interest information.


Advancing race equity:  Woven into all other work is clearly and consistently articulating an understanding of racial equity and structural racism and the centrality of this analysis to the work Free Press does and how we operate. Integrate that knowledge into work projects and interactions by addressing structural implications and disproportionate impacts of policies, activities and decisions on race, class, gender and other group identities within the context of job responsibilities and projects. 


Desired Skills and Attributes:

  • Must have a commitment to racial equity and experience working with communities of color
  • Must be a creative self-starter, able to work independently and with limited oversight to accomplish agreed upon objectives and to evaluate results
  • Must be able to work under tight deadlines, navigate competing priorities and effectively adjust work plans to respond to emergent challenges or opportunities
  • Ability to effectively work with highly sensitive personnel, financial, operational and political information
  • Must be able to flex schedule to meet work demands, including across several time zones (e.g.: early mornings and after-hours)
  • Must be able to remain positive, tactful and composed under pressure
  • Must be a team player with a low-ego approach to collaboration with both internal and external colleagues
  • Must be able to develop and maintain relationships with a wide range of external organizations
  • Must demonstrate excellent interpersonal, written and verbal communication skills
  • Spanish language fluency is a plus
  • Proficiency in use of business technology for daily productivity (G-Suite, Microsoft Office suite, Slack, Zoom)
  • Proficiency using some CRM system, ideally Salesforce
  • Must value and respect differences of race, ethnicity, age, gender, sexual orientation, gender identity, religion, ability and socioeconomic circumstance
  • Dedication to Free Press’ mission of fighting for everyone’s rights to connect and communicate, in addition to the overall success of the organization 


Experience and Qualifications:

  • No minimum education is required; a bachelor's degree may be an indicator of capacity for this position
  • 3 or more years of experience supporting chief executives or other senior leaders 
  • Strong interest in media and technology issues and demonstrated experience working on those or similar issues
  • Demonstrated capacity for full-charge “ownership” of program or administrative areas that are integral to day to day organizational functions
  • Experience supervising  volunteers or interns
  • Experience liaising with colleagues in allied organizations
  • Attention to detail, flexibility and demonstrated capacity to operate in a fast-paced environment
  • Must have ability to succeed in a predominately telework/remote office  environment, including working with an off-site manager, adopting and maintaining strong digital security practices, and fostering connection and community with colleagues located throughout the U.S.

Covid - 19 Vaccination:

All Free Press employees must be fully vaccinated against the COVID-19 virus or have an approved medical or religious/ethical/moral accommodation.  


Compensation:

Free Press is committed to offering competitive pay and generous benefits, including group medical insurance, short- and long-term disability insurance, retirement benefits, health-reimbursement accounts and paid family leave. Annual paid time off is a total of nine weeks, including vacation, health-care leave and holidays.


If this position is remote, and not located in our Washington, DC office, we provide a home office stipend. All positions receive a cell phone stipend, a computer and other needed equipment and furniture as applicable. 


This position is categorized as a tier two position, in the context of five possible functional classifications at Free Press, ranging from coordinator (tier one) to executive (tier five). 


The starting salary at Free Press for an executive assistant who meets the above qualifications is $55,000-$65,000.  Starting salary is based on the selected candidate’s qualifications and experience. To counter pay inequality and uphold internal parity, we use a nonnegotiable starting salary system, while benchmarking our pay to highly competitive markets in the nonprofit sector.


How to apply:

Complete our online application at the link. Fully answering the application questions is an important part of the application process; 4-5 sentences in response to each question will help us understand your thinking.


Please add "apps.bamboohr.com" to your contact list so you won't miss any emails from us regarding the application.


Free Press Is an Equal Opportunity Employer. We value excellence and diversity in our workforce. People of color, women, people with disabilities, lesbian, gay, bisexual, queer, transgender, gender-nonconforming and formerly incarcerated individuals are strongly encouraged to apply.


If you meet some of the qualifications above, we encourage you to apply or to reach out for more information. We know groups subjected to systemic oppression– including people of color, women, people from working class backgrounds, and people who identify as LGBTQ+ – are less likely to apply unless and until they meet every requirement for a job. Therefore, we strongly encourage applications from people with these identities or who are members of other communities who are marginalized.


We provide reasonable accommodations for the application, interview, or any other aspect of the employee selection process to applicants with disabilities. Please email amartyn@freepress.net to request an accommodation.


Key dates:

This position was posted on January 13, 2022. We encourage early applications and will begin our screening process on January 31, 2022. This search will remain open until the position is filled. The ideal candidate will be available to begin work in February 2022.

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  • Location
    Washington, District of Columbia
  • Department
    Executive Team
  • Employment Type
    Full-Time
  • Minimum Experience
    Mid-level
  • Compensation
    $55,000 - $65,000 DOE