Personal Assistant to the Chair

Job Description

Organization: American Civics Institute

\n

Position: Personal Assistant to the Chair

\n

Reports To: Chair

\n

Employment Type: [Full-Time

\n

Location: Great Falls, VA/Metro DC area.

Position Summary\n

The Personal Assistant to the Chair provides high-level administrative, organizational, and logistical support to the Chair of the American Civics Institute. The position is designed to maximize the Chair's effectiveness by managing scheduling, communications, documents, meetings, travel arrangements, follow-up tasks, and other administrative matters.

\n

The Personal Assistant will serve as a trusted representative of the Chair and must exercise excellent judgment, professionalism, discretion, confidentiality, and attention to detail. Because the Chair is actively involved in the Institute's civic, educational, organizational, and public activities, the position may involve interaction with board members, donors, government officials, community leaders, academics, partner organizations, and members of the public.

Essential Duties and ResponsibilitiesExecutive and Administrative Support\n

\n
• Manage and maintain the Chair's calendar, appointments, meetings, and commitments.

\n

• Schedule and coordinate meetings with board members, staff, donors, civic leaders, academics, government officials, and other contacts.

\n

• Prepare daily and weekly schedules and ensure the Chair is appropriately briefed on upcoming commitments.

\n

• Monitor deadlines and follow up on outstanding assignments and commitments.

\n

• Organize files, records, correspondence, reports, and other documents.

\n

• Prepare meeting materials, agendas, briefing documents, and background information as requested.

\n

• Maintain organized electronic and physical records on behalf of the Chair and the Institute.

\n

Communications\n

\n
• Manage routine correspondence and communications on behalf of the Chair.

\n

• Draft, proofread, and format letters, memoranda, correspondence, and other documents.

\n

• Monitor incoming communications and identify matters requiring the Chair's attention.

\n

• Communicate professionally with individuals and organizations dealing with the Chair and the Institute.

\n

• Maintain appropriate confidentiality regarding sensitive communications and organizational matters.

\n

Meeting and Event Support\n

\n
• Coordinate logistics for meetings, conferences, speaking engagements, and Institute events.

\n

• Prepare materials and documentation for meetings.

\n

• Attend meetings when requested and take accurate notes or prepare minutes.

\n

• Track follow-up items arising from meetings and ensure that responsible individuals are contacted.

\n

• Assist with arrangements for public events, lectures, educational programs, and other Institute activities.

\n

Research and Special Projects\n

\n
• Conduct basic research and gather information at the Chair's direction.

\n

• Prepare summaries, background materials, contact lists, and other research documents.

\n

• Assist the Chair with special projects and organizational initiatives.

\n

• Monitor developments relevant to the Institute's programs and activities.

\n

• Assist with preparation of presentations, reports, proposals, and other materials.

\n

Travel and Logistics\n

\n
• Coordinate domestic and International travel arrangements for the Chair, including transportation, lodging, itineraries, and meeting schedules.

\n

• Prepare detailed travel itineraries and supporting materials.

\n

• Coordinate transportation and logistics for conferences, speaking engagements, and other events.

\n

• Handle appropriate travel-related documentation and expense records.

\n

Organizational Support\n

\n
• Assist with communications and coordination involving the Board of Directors and other Institute leadership.

\n

• Maintain contact databases and organizational records.

\n

• Assist with donor, supporter, partner, and constituent communications as directed.

\n

• Coordinate with contractors, vendors, consultants, and other outside parties when necessary.

\n

• Provide general administrative assistance to the Chair in support of the Institute's mission and operations.

\n

Confidentiality and Professional Judgment\n

The Personal Assistant will have access to confidential personal, financial, organizational, and strategic information. The employee must maintain strict confidentiality and must not disclose confidential information without authorization.

\n

The employee is expected to exercise sound judgment regarding which matters require immediate attention, which matters may be handled independently, and which matters should be referred directly to the Chair.

QualificationsRequired\n

\n
• Excellent organizational and time-management skills.

\n

• Strong written and verbal communication skills.

\n

• Exceptional attention to detail.

\n

• Professional demeanor and interpersonal skills.

\n

• Ability to manage multiple priorities and meet deadlines.

\n

• Ability to handle confidential and sensitive information appropriately.

\n

• Proficiency with Microsoft Office or Google Workspace.

\n

• Ability to work independently with limited supervision.

\n

• Strong judgment, reliability, and follow-through.

\n

Preferred\n

\n
• Previous experience as an executive assistant, personal assistant, administrative assistant, office manager, or similar position.

\n

• Experience working with nonprofit organizations, civic organizations, educational institutions, or public-interest organizations.

\n

• Experience coordinating meetings, events, travel, and executive schedules.

\n

• Familiarity with nonprofit governance and Board of Directors operations.

\n

• Research and writing experience.

\n

• Ability to interact professionally with senior executives, public officials, academics, donors, and community leaders.

\n

Personal Characteristics\n

The successful candidate should be:

\n

\n
• Trustworthy and discreet.

\n

• Highly organized.

\n

• Dependable and punctual.

\n

• Proactive rather than merely reactive.

\n

• Comfortable taking initiative.

\n

• Diplomatic and professional.

\n

• Detail-oriented without losing sight of larger priorities.

\n

• Flexible when schedules and priorities change.

\n

• Comfortable working with a high degree of responsibility and confidentiality.

\n

Work Environment\n

The position may require occasional evening or weekend work depending on the Chair's schedule, Institute events, meetings, conferences, and other organizational activities.

\n

The position may also require occasional local or domestic travel.

Compensation\n

Salary: TBD

\n

Benefits: TBD

\n

Compensation will be commensurate with experience, qualifications, responsibilities, and the expected scope of the position.

Equal Opportunity\n

The American Civics Institute is committed to providing equal employment opportunities and considers qualified applicants without regard to legally protected characteristics.

About the American Civics Institute\n

The American Civics Institute is a nonprofit organization dedicated to promoting civic education, informed citizenship, and a deeper understanding of the principles and institutions underlying American self-government.

\n

\n
• The Personal Assistant to the Chair will play an important role in supporting the Chair's leadership and helping the Institute effectively carry out its mission.

\n