About Generations United
Formed in 1986, Generations United is the national nonprofit that promotes and strengthens practices and policies to benefit all generations. As a Generations United employee, you have a unique opportunity to contribute to our collective efforts of improving the lives of children, youth, and older people nationally. Employees bring enthusiasm, creativity, initiative, and passion toward achieving our vision of valuing and respecting all generations.
Employees at Generations United enjoy a supportive and inclusive work environment focused on important, intergenerational work.
What do staff value about working at Generations United?
“A culture of concern about the well-being of staff”
“Flexibility and encouragement to explore interests”
“Our advocacy genuinely helps change people’s lives”
Generations United employees also enjoy outstanding benefits, work-life balance, professional growth opportunities, a hybrid working environment, and more.
Objective:
This full-time position will coordinate all aspects of the Executive Director (ED)’s complex schedule, arrange travel logistics, assist in managing the ED’s email correspondence, and support the ED and Deputy Executive Director (DED) in administrative tasks. The ideal candidate has the ability to work effectively and proactively in a dynamic, fast-paced executive office. The Executive Assistant to the ED must possess outstanding interpersonal skills as this is a forward-facing role, and demonstrate sound judgement and discretion in handling confidential and sensitive matters. The Executive Assistant to the ED must be able to focus on detail without losing sight of the bigger picture, including monitoring and double-checking work and information for accuracy and quality.
Essential Functions, Duties, and Responsibilities include the following:
- Oversee and manage the ED’s schedule, coordinating and confirming meetings and appointments, and handling logistics (restaurant reservations, conference room reservations, travel directions, verifying virtual meeting links and instructions, etc.).
- Reschedule meetings or appointments, as needed, to prioritize external communications needing focus and attention of ED; using discretion to divert matters better directed to another department or staff member.
- Coordinate effective and efficient travel arrangements for ED and DED, including scheduling and booking transportation and hotel accommodations.
- Assist with ED’s incoming emails and develop an email management system to enhance the organization and filing of incoming messages.
- Meet regularly with the ED to discuss upcoming schedule, follow up on to-do tasks, and review additional items.
- Schedule other Generations United staff participation in the ED’s external meetings and engagements as appropriate.
- Compile and submit ED and DED expense reports.
- Develop and maintain multiple contact databases for the ED, including databases to track participation and involvement and relevant listservs to facilitate ED outreach.
- As necessary, facilitate the work of the ED’s office, perform general administrative duties, including, but not limited to, screening calls, photocopying, mailing, filing.
- Support communication between and schedule meetings with advisory groups, learning networks, committees, and other partners.
- Provide administrative and backend technical support for convenings and other meetings/webinars.
- Take, edit, and distribute meeting notes, agendas and related documents.
- Conduct research and compile data, and resources for the ED and assist with creating written resources and special projects as needed.
- Actively apply a diversity, equity, and inclusion (DEI) lens to all aspects of the work.
Other Responsibilities:
- Proactively monitor media and make suggestions for social media, weekly Generations This Week newsletter, and other external communications.
- Assist with Generations United conference, other organization-wide events, and activities.
- Assist with revising and posting information to websites.
- Other duties as assigned.
Knowledge, Skills, and Abilities:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required (or preferred where noted). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- A bachelor’s degree (substantial work experience may be substituted), plus a minimum of three years of experience working with and supporting the operations of an Executive Officer.
- Skilled at coordinating high-volume complex meeting and travel arrangements.
- Ability to proactively anticipate needs, meet tight deadlines, proactively resolve issues, and adjust processes and plans based on changing circumstances.
- A high standard of work and a conscientious approach to work.
- Strong organizational skills, including the ability to set priorities, juggle multiple tasks, and organize time effectively.
- Experience liaising with high-level stakeholders, including board of directors, funders and decision-makers preferred.
- High degree of professionalism, tact, initiative, and diplomacy.
- Strong professional ethics.
- Excellent verbal and written communication skills.
- Strong commitment to Diversity, Equity and Inclusion including anti-ageism.
- Strong computer skills, including the ability to effectively use Microsoft Office business applications (e.g., Microsoft Outlook, Excel, Teams, PowerPoint, and SharePoint), virtual collaboration and video-conferencing platforms (e.g. Zoom), and other technical software sufficient to meet the needs of their specific position with the ability to learn technologies as necessary.
- Strong commitment to Generations United’s mission.
- Ability to work in the Washington, DC headquarters office – the office is currently open with hybrid and remote work flexibility.
Equal Employment Opportunity:
Generations United is committed to equal employment opportunity for all individuals. No employee or applicant for employment shall be discriminated against on the basis of race, color, religion, conscience, national origin, disability, age, and sex (including gender identity, sexual orientation and pregnancy) and any other personal characteristic protected by federal, state or local law.
Working Conditions:
The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Works in office areas. Interacts with staff, the public, consultants, and outside vendors. May be subjected to interruptions throughout the workday.
- While performing the duties of this job the employee is frequently required to sit, use hands to finger, handle, or feel and talk or hear. The employee is expected to use a handcart, move, or lift heavy items up to 25 pounds. Running errands on foot is occasionally required. The vision requirement includes close vision.
Classification: Exempt
Status: 100% FTE
Reports To: Executive Director
Salary: $75,000- $80,000 annually based on experience, with excellent benefits
Interested applicants should send a cover letter and resume to gu@gu.org.
Preference will be given to those who apply before Monday, June 16, 2023