Executive Assistant

Moonshot believes that marginalized people in society — including people of color, people from working class backgrounds, women, Disabled and LGBTQIA+ people — must be centered in the work we do. We strongly encourage applications from people with these identities or who are members of other communities who are currently underrepresented in our workforce. All qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability or marital status. We know a diverse workforce will enable us to understand drivers behind violent extremism and online harms in an in-depth way and do better work to counter them.
About the role:
Moonshot is currently recruiting an Executive Assistant to support its US team. Moonshot’s offices are based in Washington, DC. We offer flexible work options including hybrid and remote. Candidates from across the US will be considered. If based outside of Washington, DC occasional travel to Washington, DC may be required.
As an Executive Assistant, you will be instrumental in assisting Moonshot’s US-based senior leadership, who are responsible for overseeing US programs and business development. This role will coordinate and manage executive schedules, organize for meetings, and prepare and organize program and business development materials and plans. The Executive Assistant plays a vital role in facilitating connections within our expanding project portfolio and business development efforts, serving as a trusted partner to ensure the team achieves key business objectives.
The dynamic nature of this role requires that the ideal candidate have exemplary time management skills, the ability to foresee and meet needs, and the capacity to prioritize effectively amidst various demands. The ideal candidate will navigate this dynamic role with professionalism, interacting seamlessly across a diverse spectrum of individuals, from Moonshot's management team to external partners, clients, senior government officials, and journalists.
Your responsibilities will include:
Work directly with US senior leadership to maintain their calendars, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
Track priority tasks or requests for senior leadership review or action.
Prepare, reconcile, and submit expense reports.
Taking meeting minutes.
Event planning and logistics for Moonshot-facilitated training and meetings.
Providing support with external speaking engagements, which may include liaising with the event organizers and providing needed information, facilitating team support on talking points, presentations, and/or handouts.
Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
Compose and prepare emails relating to routine correspondence for the leadership’s signature.
Requirements
Essential:
Minimum two to four years experience supporting a senior executive or team.
Highly trustworthy.
Excellent written and verbal communication skills.
Exceptional writing, editing, and proofreading skills.
Strong organizational skills, with the ability to handle multiple responsibilities simultaneously.
Strong interpersonal skills and tact with ability to work effectively with external contacts and employees at all levels.
Impressive can-do attitude &
a willingness to identify and deliver practical tasks in a timely manner.
Strong attention to detail.
A creative mind with an ability to suggest improvements.
Ability to maintain confidentiality and use discretion and diplomacy in both written and verbal communications.
Previous office experience and strong IT skills including comprehensive knowledge of Google Suite.
Willingness to work outside regular working hours where required.
Commitment to Moonshot’s mission.
In addition, we require and will check on candidates' eligibility to work in the US alongside vaccination status. Candidates will be expected to undertake and pass any relevant security clearance procedures per the needs of clients.
Desirable:
Bachelor’s degree preferred.
Benefits
Benefits package:
15 days paid leave annually plus federal holidays.
Private healthcare package, including coverage for partners and children.
Employee Assistance Program providing access to mental health support.
Generous maternity and paternity leave.
Salary:
$50,000 - $65,000 depending on skills and experience.