Executive Assistant

Cystic Fibrosis FoundationBethesda, MD, US

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Executive Assistant

The Cystic Fibrosis Foundation is a leading healthcare nonprofit organization like no other. For decades, we have been taking major steps and pioneering new ways to advance our mission to find a cure for cystic fibrosis and to provide all people with CF the opportunity to lead long, fulfilling lives by funding research and drug development, partnering with the CF community, and advancing high-quality, specialized care.

By joining the Cystic Fibrosis Foundation, you will be part of a dedicated team committed to our core values and working towards a cure for cystic fibrosis. We offer a collaborative and supportive work environment, opportunities for professional growth, and the chance to make a meaningful impact in the lives of those affected by CF.

Position Summary :

The Cystic Fibrosis Foundation is looking for a highly organized, proactive, and detail-oriented Executive Assistant to support the Office of the Chief Operating and Financial Officer (COFO) at our national headquarters in Bethesda, MD. In this pivotal role, you'll ensure the smooth day-to-day operations of the COFO's office - managing complex calendars, coordinating travel, preparing materials, and serving as a trusted partner to both the COFO and the Chief of Staff. You'll be at the heart of a fast-paced, purpose-driven environment, helping leadership stay focused on what matters most : advancing our mission to cure cystic fibrosis and improve the lives of those affected by the disease. This position reports to the Chief of Staff to the COFO and offers a unique opportunity to contribute meaningfully to the success of a nationally recognized nonprofit organization. This is a hybrid role based in Bethesda, MD, and requires 2-3 days per week in the Bethesda office.

Essential Duties and Responsibilities :

Executive Support

Owning and managing the complex, ever-changing calendar of the COFO.
Acting as strategic manager of and gatekeeper for COFO's time.
Coordinating end-to-end travel needs for the COFO, including car, flight, hotel, etc. and anticipating key details for trips such as commuting times and directions.
Processing and tracking expenses for the COFO; maintaining accurate records of receipts for reimbursement.
Administering the flow of documents requiring approval and signature by COFO.
Managing general correspondence for the COFO and the Chief of Staff (including managing team files; receiving, screening, prioritizing, and drafting responses to incoming mail; phone calls; etc.)
Performing general office duties / assistance, as needed.

Meeting and Event Coordination

Gathering and reviewing all materials to ensure the preparation of the COFO for major meetings and events.

Supporting all levels of preparation for COFO-driven meetings in close coordination with the Chief of Staff, including agenda and materials development, correspondence, and meeting planning and execution.

Supporting board operations with scheduling, document preparation and meeting logistics.

Communication and Relationship Management

Serving as a proactive thought-partner who is highly responsive to a full range of internal and external requests on behalf of the COFO and the Chief of Staff.

Representing the COFO in all interactions and ensuring high level of responsiveness, support, and sensitivity to requests, especially those from people with CF and their families and the CFF leadership team.

Building effective relationships with internal and external stakeholders, especially with department leaders, board members and community members.

Supporting the drafting, editing, proofing, and preparation of materials, including emails, letters, presentation decks, meeting agendas, etc. on behalf of the COFO and in close coordination with the Chief of Staff and other departments, as needed.

Supports the Chief of Staff with internal communications for COFO teams, including drafting and sending out emails and supporting efforts including newsletters and networking programs, etc.

Managing all matters with a high level of confidentiality and discretion.

Project and Task Management

Track tasks, meetings, and decisions needed from the COFO to ensure timely follow-up and execution.

Support special projects and initiatives led by the COFO or Chief of Staff, as needed.

Knowledge, Skills and Abilities Required :

Bachelor's degree preferred, or equivalent combination of education and experience.

Minimum of eight years of C-Suite level, administrative experience in complex, fast-paced environments required.

Proven ability to manage complex calendars, travel logistics, and expense reporting with precision and discretion.

Strong project management skills, including the ability to track tasks, manage timelines, and follow through.

Outstanding verbal and written communication skills, with the ability to draft, edit, and proofread high-quality materials.

Excellent judgement, professionalism and discretion in handling confidential information.

Exceptional organizational and prioritization skills, attention to detail, and able to manage multiple priorities and meet deadlines.

Strong problem-solving and decision-making skills; able to navigate ambiguity and resolve issues independently.

Proactive and anticipatory mindset with the ability to think several steps ahead and manage up effectively.

Strong interpersonal skills with ability to build trust and collaborate effectively with internal and external stakeholders.

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with collaboration tools such as Zoom and Teams. Knowledge of Workday a plus.

Reporting Relationships :

Reports to the Chief of Staff, Executive Operations, Office of the COFO. No direct reports.

Working Conditions :

Normal hybrid (remote and in office) environment with little exposure to excessive noise, dust, and temperature.

No heavy lifting required.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

This position will be posted for a minimum of 5 days or until the position is filled. Applications will be accepted on an ongoing basis, so candidates are encouraged to apply promptly if interested. The salary range is $91,500.00 to $114,200.00. Specific salary varies based on geographic location and is commensurate with experience. Total Rewards : The CF Foundation is committed to offering competitive compensation (base pay and incentive), benefits, time off and professional development opportunities that maximize our ability to recruit, retain, reward, and motivate a highly qualified and diverse workforce.

The CF Foundation is an equal opportunity employer that is committed to being an employer of choice, not just a good place to work, but a great and inclusive place to work. We strive to recruit and maintain a diverse workforce. Qualified applicants will receive consideration for employment without regard to race, physical or mental disability, color, religious creed, ancestry, national origin, religion, age, sex, pregnancy, marital status, genetic information or testing, gender identity and expression, sexual orientation or status as a Vietnam-era or special disabled veteran or any characteristic protected by law.

Reasonable Accommodations : The CF Foundation is committed to providing reasonable accommodations for qualified individuals with disabilities in our job application procedures. If you need assistance or would like to request an accommodation due to a disability, please contact us at HROps@cff.org.

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Executive Assistant • Bethesda, MD, US