Executive Assistant

Foundation for Advanced Education in the Sciences (FAES)

Executive Assistant to the CEO managing schedules and providing administrative support to the Board of Directors. Handling fundraising and business development tasks while ensuring smooth operation of the executive office.

Posted 5/9/2026full-timeBethesda • Maryland • 🇺🇸 United StatesMid-LevelSenior💰 $70,000 - $85,000 per yearWebsite

About the role

Key responsibilities & impact

Proactively manage the CEO's calendar, make travel arrangements, handle reservations, and organize internal and external meetings, special events, and all-staff gatherings.
Prepare and track budgets for meetings, special events, and all-staff gatherings.
Attend meetings assigned by the CEO, take minutes, identify action items, and work with managers to assign and track these items.
Provide comprehensive support to the Board of Directors, including maintaining calendars, arranging meeting logistics, managing contact lists, and handling Board packets and documents.
Draft, review, and proof-read correspondence, presentations, reports, and other communications to internal and external stakeholders.
Review service and technology contracts for accuracy, compliance, and proper adherence to FAES contract standards prior to CEO and/or legal review, flagging potential issues for management, accounting, or legal teams.
Create internal newsletters and weekly update emails in collaboration with department heads.
Prepare monthly expense reports for the CEO.
Provide other administrative assistance as needed.
Assist the CEO in fundraising and business development by coordinating and preparing materials for donor and partner meetings, calls, and site visits.
Prepare, edit, and submit proposals, letters of inquiry, and other communications, ensuring clarity, accuracy, readability, and professional presentation.
Collaboratively manage donor proposal processes with the CEO, including tracking timelines, ensuring appropriate review, and maintaining fundraising records and policies.
Prepare, track, and manage gift agreements, and provide tax acknowledgment and thank you correspondence to donors.
Support outreach needs to external partners.

Requirements

What you’ll need

A strong work ethic, a solutions-oriented mindset, and a desire to contribute to a collegial atmosphere.
Exceptional writing, research, and presentation skills.
Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities.
Advanced skills using office programs (Word, Excel, PowerPoint, etc.), virtual meeting technologies (Zoom, Teams, etc.), general database administration, and calendars.
Exceptional interpersonal skills exhibiting tact and poise at all times.
Ability to handle confidential information with discretion and utilize appropriate independent judgment.

Benefits

Comp & perks

100% employer-paid medical and dental insurance
Generous paid time off (PTO) and paid holidays
Tuition reimbursement and professional development support
Retirement plan with employer contribution
Travel mileage reimbursement

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

budget trackingminute takingproposal writingcontract reviewevent planningadministrative supportfundraising coordinationdatabase administrationproject managementcommunication drafting

Soft Skills

strong work ethicsolutions-oriented mindsetorganizational skillsproblem-solving skillsmulti-tasking abilitiesinterpersonal skillsdiscretionindependent judgmenttactpoise