Executive Coordinator

Background

The Washington Area Community Investment Fund (Wacif) advances equity and opportunity in the Washington, D.C. area’s underserved communities by providing financial capital, business advisory services, and strategic networking support to underinvested entrepreneurs. Since its inception in 1987, Wacif has deployed more than $100 million in capital, served more than 4,500 entrepreneurs with business advisory services, and helped create or retain more than 44,000 local jobs. To learn more about Wacif’s work, visit www.wacif.org.

 

Summary

The Washington Area Community Investment Fund (Wacif) seeks a full-time Executive Coordinator to serve as the primary support to the Chief Executive Officer (CEO). The ideal Individual is an exceptional, highly organized individual with unwavering attention to detail. Guided by Wacif’s mission to promote equity and economic opportunity in underserved neighborhoods in the greater Washington, D.C. region, the Executive Coordinator will play a vital role in supporting the CEO, the executive team, and the organization.

Key responsibilities include managing the CEO’s schedule, ensuring the CEO is prepared for daily objectives and that the CEO is thoroughly prepared for a variety of speaking engagements, events, and meetings. The Executive Coordinator provides high-level administrative support to senior executives as well as Wacif’s Board of Directors (BoD). This position requires an individual with exceptional organizational and strategic thinking skills who can effectively prioritize tasks and provide high-level support to the CEO in a dynamic, fast-paced environment.

Responsibilities

CEO Schedule and Calendar Management

• Work closely with the CEO to determine daily, weekly and monthly priorities, along with associated meetings, tasks, and necessary preparations
• Collaborate closely with the broader Executive Team, including Chiefs, Directors, and Program Managers across departments to align priorities and scheduling needs on a daily, weekly and monthly basis.
• Follow up with staff and other stakeholders with outstanding requests, as necessary.
• Manage the CEO’s dynamic and frequently evolving calendar.
• Communicate scheduling needs and changes to staff and external partners.
• Schedule meetings and conference calls for the CEO.
• Coordinate travel and lodging arrangements, as needed.
• Arrange logistics for in-person meetings including booking meeting space, restaurant reservations, and occasional catering, etc.
• Coordinate logistics for speaking engagements and handle special event invitations on behalf of the CEO.

 

Administration

• Compile the CEO’s expenses and receipts and prepare and submit company credit card and reimbursement reports with accurate financial coding.
• Compile the CEO’s hours and accurately submit time to grants and general billing codes in the timekeeping system.
• Display the utmost level of discretion and ethical standards in managing, organizing, and safeguarding highly confidential material.

 

Board of Directors Administration

• Serve as a liaison with CEO and Board Chair on board meeting planning and logistics.
• Assist the Board Chair with the administration of the Board of Directors.
• Serve as System Administrator of the board management software.
• Compile and distribute board reporting for Wacif board meetings.
• Coordinate logistics for Wacif board meetings, including location, food, printing, technology needs, etc.
• Draft board resolutions.
• Manage board contact information, distribution lists, and other board-related compliance tasks.

 

Special Projects

• Support the Executive Team on projects and assignments.
• Completes special projects and research in collaboration with the executive team
• Assist tracking progress on key organizational initiatives, ensuring deliverables are met and stakeholders are aligned.

Other Duties as Required or Assigned

• Additional duties and responsibilities may be assigned by management as deemed appropriate.

Requirements

• Bachelor’s degree preferred or equivalent work experience in a relevant field.
• A minimum of 3-5 years’ work experience, with 1 year of experience in an administrative role required, preferably assisting a high-level executive.
• Expert organizational and follow-up skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Outstanding verbal and written communication skills with a variety of stakeholders (internal and external).
• Able to create and edit presentations in Canva or MS PowerPoint and effectively present to staff in meetings
• Ability to anticipate needs, be a self-starter, work independently, and solve problems autonomously (and sometimes creatively).
• Experience working effectively within a team environment and collaborating with various departments to achieve organizational goals.
• Proficiency with MS Office Suite/Outlook productivity suite (calendar, email, drive, documents, etc.).
• Ability to utilize or quickly learn technical tools such as video conferencing (MS Teams, Zoom), email management, project management, and messaging tools.
• Keen attention to detail and a positive, collaborative, can-do attitude.
• Flexibility, adaptability, and patience in dealing with multiple quickly shifting priorities and demanding timelines.
• Proven ability to handle confidential information with discretion.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Passionate about Wacif’s mission.

Compensation and Benefits

Competitive salary commensurate with experience.  Medical, Dental, Vision, HSA, FSA, DCA, Life & Disability insurance coverages available. 401(k) retirement plan (employer matching contribution eligible); paid time off (increased with tenure), paid holidays and sick leave days, transportation benefits, and education assistance benefits (professional development, tuition reimbursement, and student loan repayment).

 

How to Apply

Interested candidates should email a resume, thoughtful cover letter that outlines how your skills and experience meet the qualifications of the position, and salary requirements to [email protected] with “Executive Coordinator” in the subject line.

 

Wacif is an equal opportunity employer and welcomes candidates from diverse backgrounds.

Wacif provides a flexible and hybrid working environment with the opportunity to work remotely.