Executive Assistant to the President & CEO

Media Matters for America -- a Washington, D.C.-based nonprofit research and information center dedicated to comprehensively monitoring, analyzing, and correcting misinformation in the U.S. media -- seeks an Executive Assistant to support its President & CEO.

This is a full-time position with essential on-site responsibilities requiring work from our Washington, D.C., office.

In order to maintain a safe and healthy workplace, Media Matters employees accessing our D.C. office are required to provide proof of full vaccination for COVID-19 as defined by the Centers for Disease Control & Prevention. Media Matters will discuss reasonable accommodations with employees who may be unable to receive a vaccine due to disabilities or medical status, and/or employees with religious objections or concerns that may prohibit them from receiving a COVID-19 vaccine.

Role Summary:

The Executive Assistant’s primary role is to provide day-to-day administrative support to a dynamic and busy organizational President who travels regularly, including managing scheduling, offering research support as needed, filing reimbursement reports, and making travel arrangements. The Executive Assistant will also work closely with the Chief Operating Officer and the Associate Director of the Executive Office on day-to-day administrative support.

Reporting Structure:

• The Executive Assistant reports to the Associate Director, Executive Office
• The Executive Assistant works closely with the President & CEO and the Chief Operating Officer.

Responsibilities:

The essential functions include, but are not limited to, the following:

Scheduling

• Manage and maintain the President’s calendar, including: scheduling all appointments, conference calls, video meetings, travel, and speaking engagements; coordinating internal and external meetings; clearly organizing and communicating all schedule details and logistics.
• Assist with managing and maintaining the Chief Operating Officer’s calendar, including scheduling internal and external meetings.
• Assist with scheduling requests from MMFA department heads and staff, including scheduling interviews for job applicants, trainings, and special events.
• Assist and coordinate with the Communications Department to support press requests and in-office interviews.

Travel & Expenses Support

• Collect receipts and prepare and file expense reports and reimbursements for the President & CEO, COO, and Vice President(s), as necessary.
• Make and manage travel arrangements and itineraries.
• Work closely with the CFO and Finance Department to assist with expense report review for the President & CEO, COO, and other executives.
• Coordinate and book travel for Media Matters staff, including managing reimbursements.

General Support

• Provide logistical support to the President & CEO, COO, and organizational leadership regarding meeting preparation, including organizing and circulating key background information and/or supporting documentation in preparation for appointments.
• Support and staff in-person meetings, including preparing rooms, managing catering, coordinating with IT for  equipment setup, and serving as a point-of-contact for attendees.
• Facilitate document signature queues and ensure timely document completion, including use of DocuSign
• Coordinate with senior leaders on behalf of the President & CEO, COO, and the Associate Director, Executive Office.
• Assist with projects and assignments of the Executive Office, as needed.

Qualification Requirements/Key Attributes:

• Flexibility with schedule and a willingness to be on-call (including some nights and weekends).
• Excellent written and oral communication skills.
• Keen attention to detail, including a strong attention to accuracy.
• Ability to take initiative, function independently, and anticipate needs.
• Ability to exercise sound judgment, exhibit discretion, and maintain confidentiality in support of organizational processes and systems.
• Ability to prioritize and complete multiple, complex tasks in a skillful and timely fashion.
• Proficiency with Google Suite for Business (e.g. Gmail, Google Calendar, Google Drive) and Microsoft Office Suite (e.g. Microsoft Word, Excel, Outlook, and PowerPoint).

Compensation & Benefits:

Media Matters for America offers competitive compensation and a comprehensive benefits package. The salary for this position starts at $50,000, and is commensurate with experience, skills and qualifications.

Media Matters offers multiple health insurance options, including a no-cost option for employees and vision and dental coverage and a safe harbor automatic 3% contribution to a 401(k) account on the employee’s behalf. We provide 10 days of vacation annually ( increasing each year up to 21 days in the fifth year), 12 paid holidays, and 2 personal floating holidays; we also traditionally close the week between Christmas and New Years Day.

Physical Requirements:

The physical demands of the position include regular work on a computer for all or part of the work day, as well as regular communication with colleagues, both verbally and in writing, using tools such as email, Slack, and audio and video conferencing. The physical demands of the position also include clerical duties in the office, including operating office equipment (e.g., a copier) and occasionally lifting materials and supplies that typically weigh 30 pounds or less. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions, including the use of assistive technology.

How to Apply:

Please visit https://www.mediamatters.org/jobs to apply through our online portal. No phone calls, please. We can respond only to candidates whom we are contacting for an interview.

Media Matters for America is an Equal Opportunity Employer. We value a diverse workforce and strongly encourage applicants of all backgrounds to apply, regardless of race, color, religion, national origin, sex, age, marital status, sexual orientation, gender identity/expression, or disability.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Please visit https://www.mediamatters.org/jobs to apply through our online portal. No phone calls, please. We can respond only to candidates whom we are contacting for an interview.

Media Matters for America is an Equal Opportunity Employer. We value a diverse workforce and strongly encourage applicants of all backgrounds to apply, regardless of race, color, religion, national origin, sex, age, marital status, sexual orientation, gender identity/expression, or disability.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.