Executive Assistant to the Secretary/Administrative Assistant

Job Details

Are you a highly organized, polished professional energized by supporting senior leaders and complex operations? Phi Beta Kappa is seeking an Executive Assistant to the Secretary / Administrative Assistant to provide top-level support to the Secretary (CEO) while also assisting the Development, Events, and Awards teams.

In this dual-support role, you will manage a sophisticated range of administrative and operational responsibilities—ensuring smooth workflows, high-quality communications, and seamless coordination across departments. The ideal candidate thrives in fast-paced environments, exercises discretion and judgment, and anticipates needs before they arise.

This position requires a proactive, highly professional individual who can maintain confidentiality, balance multiple priorities, and represent the Society with professionalism and warmth.

Position Title: Executive Assistant to the Secretary/Administrative Assistant

Department: Development, Events, & Awards

Reports To: Director / Assistant Director of Development, Events, & Awards

Status: Full-time, Exempt

Location: Dupont Circle, Washington DC- in person required

Key Responsibilities

• Provide executive-level administrative support to the Secretary, including calendar management, meeting preparation, correspondence, travel arrangements, and follow-up.
• Assist Development, Events, and Awards teams with scheduling, logistics, and administrative coordination to ensure smooth execution of initiatives and events.
• Draft and edit communications, reports, and materials with precision, clarity, and professionalism.
• Manage and prioritize incoming inquiries and requests, ensuring appropriate delegation or response in a timely manner.
• Coordinate cross-departmental projects, supporting collaboration and efficient workflows.
• Maintain accurate records, data, and documentation while supporting reporting and operational needs.
• Serve as a discreet, trusted point of contact both internally and externally, representing the Secretary and the Society with professionalism and care.
• The position requires occasional out-of-state travel to support organizational events, donor engagements, and conferences

Who You Are

• A polished, sophisticated professional with experience supporting C-suite or senior leaders in fast-paced environments.
• Highly organized and able to manage multiple competing priorities with impeccable attention to detail.
• Exercises discretion, judgment, and confidentiality at all times.
• Communicates clearly, professionally, and diplomatically, both in writing and verbally.
• Proactive and resourceful, anticipating needs and identifying solutions independently.
• Collaborative, positive, and committed to supporting a high-performing, mission-driven team.
• Passionate about advancing Phi Beta Kappa's nonpartisan mission championing the liberal arts and sciences, combined with a keen interest in news, books, culture, and politics.