Drug Policy Alliance

Executive Assistant

• Manage the Executive Director’s complex and fast-moving calendar, requiring interaction with both internal and external stakeholders, prioritizing the most sensitive matters and using sound judgment.
• Prioritize and manage the Executive Director’s multiple projects and requests and help with follow through in a timely manner.
• Coordinate travel arrangements and itinerary planning (for domestic and international speaking engagements and conferences, internal events, donor trips) that align with the Executive Director’s preferences.
• Work closely with the finance team to reconcile the Executive Directors monthly credit card reconciliation report, and plan for board, finance committee, budget, and audit meetings
• Support the work of the leadership team, by scheduling, handling logistics of their weekly meetings, preparing meeting agendas in consultation with team members and tracking the calendar of items for discussion and any follow up items, distributing meeting minutes, preparing monthly email updates to the staff, and at times facilitating meetings.
• Work collaboratively with the Development team to send weekly email correspondence to partners, funders, and prospects, maintain an up-to-date meeting tracker, and support the timely preparation of post-meeting donor debrief memos.
• Maintain a document file retention and storage system for the Executive and Leadership Teams with the highest regard for confidentiality.
• Manage any board meeting related activities including administrative and logistical support, driving the process, managing the collection of materials for the board book, and recording meeting minutes and tracking of action items that come out of meetings
• Manage the board committees including scheduling meetings, notetaking and supporting the next steps of the Audit and Finance, Nominations, and Executive committee meetings
• Manage all board communications around events that require board participation and/or involvement, aiding with travel and hotel arrangements, where necessary
• Serve as the chief manager of the board portal and the appropriate storage and cataloguing of all pertinent and historical information in a way that is intuitive and accessible
• Coordinate onboarding for incoming board members, including scheduling and facilitating the biannual live orientation meeting and ensuring all new directors have access to the onboarding materials on the board portal
• Handle all compliance related items such as the signing of annual conflict of interest and independence disclosures, monitoring board elections and terms, and the annual submission of the necessary board information related to the audit

Executive Assistant – Board Liaison