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$100k–$110k/yr
Full-time
bachelor degree
Performance Bonus, Competitive Benefits
Posted 42d ago
Apply by Sep 24
~40 hrs/week
Responsibilities
Provides high-level administrative and strategic operational support to the CEO, acting as a trusted partner to drive organizational alignment and executive prioritization. Manages the CEO's schedule, communications, and board relations while leading high-priority cross-functional projects.
Requirements
Requires a bachelor's degree and at least 5 years of experience supporting senior executive leadership. Must be proficient in Microsoft 365 and demonstrate a strong ability to leverage AI productivity tools to streamline workflows.
Full job description
JOB SUMMARY The Executive Business Partner provides high-level, confidential administrative and strategic operational support to the CEO and the CEO’s Office. This role functions as a trusted executive partner to the CEO, helping drive organizational alignment, operational effectiveness, executive prioritization, and cross-functional coordination in support of Truth Initiative’s objectives. Actions ensure the smooth operation of the CEO’s day-to-day activities, supports and streamlines communication with internal and external stakeholders, and manages sensitive information with discretion.
The Senior Executive Business Partner serves as a trusted liaison and strategic coordination partner between the CEO’s Office and the Board of Director’s Offices, senior leadership, and key external stakeholders.
This role also supports cross-functional coordination, executive prioritization and special initiatives on behalf of the CEO, requiring strong judgment, executive presence, and the ability to anticipate needs and proactively resolve challenges in a fast-paced environment. The ideal candidate operates with a high degree of professionalism, discretion, adaptability and organizational awareness, while leveraging technology and emerging AI-enabled tools to improve executive workflows, communication and operational effectiveness.
DUTIES & RESPONSIBILITIES (ESSENTIAL DUTIES) Administrative & Executive Support
Collect, organize, and distribute agendas, background materials, and briefing packets for internal and external meetings well in advance, ensuring the CEO has adequate time to review and prepare.
Act as a primary point of contact, gatekeeper, and trusted proxy for the CEO, exercising independent judgment to triage requests, manage competing priorities, and protect the CEO’s time and bandwidth.
Exercise delegated decision-making authority on routine operational and administrative matters on behalf of the CEO, escalating issues appropriately based on strategic significance, organizational impact, and urgency.
Ensure the CEO is fully prepared for all upcoming meetings, presentations, and decisions; proactively compile and distribute agendas, meeting materials, background information, and briefing documents well in advance to allow adequate preparation time.
Manage the CEO’s calendar, appointments, meetings, and travel arrangements; coordinate logistics and ensure all materials are prepared in advance.
Maintain a weekly and monthly view of the CEO’s schedule to anticipate needs and resolve conflicts proactively.
Ensure that all travel information, including itineraries and reimbursements, is accurately documented and added to the CEO’s calendar.
Maintain the CEO’s contact database and ensure timely updates.
Respond to general inquiries with efficiency and tact, ensuring high-quality customer service.
Departmental Coordination
Manage the CEO’s strategic agenda, including identifying agenda items, setting meeting cadences with the senior leadership team, and tracking follow-through on organizational commitments.
Drive follow-through and accountability on CEO-directed priorities and decisions, ensuring leadership team members are aligned, informed, and executing on agreed-upon actions.
Draft, review, and refine internal communications, memos, and announcements on behalf of the CEO to ensure consistent messaging and organizational alignment.
Help shape executive messaging, briefing narratives and organizational communications to ensure clarity, consistency and alignment with organizational priorities and leadership objectives.
Facilitate information flow between the CEO’s Office, departments, and external partners, ensuring clear and timely communication.
Coordinate with other Executive Assistants and department staff to align schedules, priorities, and deliverables.
Assist with drafting and editing communications that reflect the CEO’s voice and direction.
Operational & Project Support
Serve as a strategic thought partner to the CEO, helping translate organizational vision into actionable priorities and operational plans.
Lead and manage high-priority cross-functional projects on behalf of the CEO, driving accountability and ensuring timely delivery of outcomes.
Identify and escalate organizational issues, bottlenecks, and risks to the CEO; recommend solutions and facilitate resolution across departments.
Support Managing Director with Executive Assistant team management tasks as required.
Support the CEO in managing departmental priorities, strategic initiatives, and special projects.
Track progress of department goals, metrics, and deliverables, ensuring timely completion.
Support planning and execution of CEO-led events, retreats, and initiatives in coordination with the Events and Social Responsibility Team.
Financial Support
Support the annual planning process, including goal-setting and tracking of organizational performance against strategic objectives.
Manage invoice tracking, AMEX reconciliation, and contract request forms (CRFs).
Coordinate expense processing, travel reimbursements, and timely routing of documents for signature and filing.
Maintain accurate records of departmental budgets, contracts, and procurement activities.
Liaise with Finance and Accounting teams to ensure proper expense allocation and compliance.
Assist in monitoring and reporting on financial performance metrics relevant to CEO initiatives.
Relationship & Stakeholder Management
Represent the CEO and Truth Initiative with professionalism and diplomacy in all internal and external interactions.
Build and maintain trusted working relationship with Board members, senior leadership, external partners and cross-functional stakeholder to facilitate alignment, responsiveness, and effective decision-making.
Provide hospitality and logistical support for meetings, visitors, and special events.
Manage and prioritize incoming communications, inquiries, and requests to the CEO’s Office, ensuring timely responsiveness, appropriate escalation and strategic prioritization.
Represent the CEO’s office with professionalism and diplomacy.
Coordinate logistics for visitors, board members, and external partners.
Build strong relationships across departments to facilitate collaboration.
Office & Records Management
Maintain organized digital and physical filing systems for the CEO’s Office in compliance with record retention policies.
Create and manage digital filing structures, email folders, and rules for efficiency.
Keep the CEO’s workspace and office area organized, professional, and clutter-free.
Oversee office supply needs and assist with resource management.
Provide backup support to other Executive Assistants as needed.
Board Support
Coordinate all Board-related travel, transportation, and expense reimbursements using Concur travel and expense platform.
Assist in the management and administration of the Board portal (Diligent), including uploading meeting materials, maintaining document libraries, managing user access, and ensuring timely distribution of Board packages.
Serve as the main administrative contact between the CEO’s Office and the Board of Directors.
Collaborate with the Managing Director of Board Relations, Executive Operations, and Risk to coordinate Board-related logistics and communication.
Prepare and distribute Board correspondence, meeting materials, and follow-up documentation.
Ensure timely submission of Board deliverables, records, and meeting updates.
Technology & AI Proficiency
Advanced proficiency in AI productivity tools (e.g., ChatGPT, Claude, Microsoft Copilot) with demonstrated ability to leverage AI to streamline executive workflows, draft communications, synthesize research, and automate routine tasks.
Identify opportunities to redesign executive office workflows, communication processes, and knowledge management practices through emerging technologies.
Experience using AI-powered tools for document summarization, meeting transcription, action item tracking, and briefing preparation (e.g., Zoom AI, or equivalent platforms).
Ability to evaluate, adopt, and train CEO & Managing Director on emerging technology platforms and AI tools as organizational needs evolve; comfort experimenting with new digital solutions.
Proficiency in advanced features of Microsoft 365 (Power Automate, SharePoint, Teams integrations, Excel data analysis) and project management platforms (Monday.com or equivalent).
Understanding of data privacy, responsible AI use, and cybersecurity best practices as they relate to executive-level information and organizational confidentiality.
REQUIRED QUALIFICATIONS
Bachelor’s degree required; 5+ years of experience supporting senior executive leadership.
Strong understanding of the use of AI for workplace application scenarios.
Demonstrated ability to perform and prioritize multiple tasks seamlessly, with strong attention to detail and follow-through.
Proactive problem-solving skills with the confidence to take initiative and anticipate leadership needs.
Excellent communication, interpersonal, and relationship-building skills.
Proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and familiarity with AI tools and collaboration platforms (Zoom, DocuSign, project management systems).
Technologically savvy, able to troubleshoot smartphones, tablets, and laptops.
Ability to handle ambiguity, maintain composure under pressure, and exercise sound judgment.
Strong discretion in handling confidential information.
ADDITIONAL INFORMATION This position is based in Washington, D.C. with a hybrid work schedule of three days in the office and two telework days.
COMPENSATION PACKAGE: The salary range for this role is starting at $100,000-$110,000per year on a national basis. Individual pay decisions are based on a number of factors, including but not limited to qualifications for the role, relevant work experience, skillset, internal equity, location, and certifications, consistent with applicable law. Salary is just one part of our total rewards package which additionally includes performance bonus for eligible roles, and competitive benefits.
Interested candidates should submit their cover letter and resume here OR mail application materials to: Human Resources Attn: Executive Business Partner 900 G Street, NW Fourth Floor Washington, DC 20001 Fax: (202) 204-5214 No telephone calls please. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status or disability.
Our mission is clear: prevent youth and young adult nicotine addiction and empower quitting for all.
Industry
Non-profit Organizations
Company size
51-200 employees
Founded
1999
Headquarters
Washington, DC
LinkedIn followers
25,189
At Truth Initiative, we envision a future free from nicotine addiction—a future that fosters healthier lives and a more resilient nation. Our mission is clear: prevent youth and young adult nicotine addiction and empower quitting for all.
Our mission drives everything we do to advance public health, address inequities, and empower lives free from the physical, mental, and financial toll of nicotine dependence.
We create meaningful change at both the population and individual levels. Through our field-leading approach to behavior change and policy change, we prevent addiction, increase quitting, reduce nicotine dependence, and expand cessation support. By addressing systemic challenges and empowering individuals, we achieve transformative public health impact.
Our nationally recognized public education campaigns like truth® have helped drive down youth smoking from 23% in 2000 to under 2% today and reduced youth e-cigarette use to its lowest level in a decade. Our newest youth and young adult campaign, Outsmart Nicotine, introduces a new generation to our market-leading, free EX Program, equipping them with the tools, resources, and support to quit for good or never start in the first place. Following the science and data, we are focusing on young adults (18-24) where prevalence of e-cigarette use is high and dual use of cigarettes is a growing concern. Developed over 15 years ago in collaboration with Mayo Clinic, EX Program has helped millions of people build the skills and confidence to successfully quit, and our research has shown that using EX Program can increase odds of quitting by up to 40%.
Together, we are creating a movement: one that empowers people to leave nicotine behind and embrace a healthier future.
Offices: 900 G Street NW, Fourth Floor, Washington, DC 20001, US
Public HealthTobacco ControlYouth MarketingHealth Equityand Social JusticeNon Profit
How much do Management & Leadership jobs in Washington, DC pay?
Based on 4105 listings with disclosed salaries, most management & leadership jobs in Washington, DC pay between $75k–$203k per year. Individual offers vary with seniority, company size, and specialization.
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