Executive Assistant

The Executive Assistant (EA) plays a pivotal role in supporting the Executive Director (ED) and ensuring the seamless operation of Identity, Inc. This position requires exceptional organizational, communication, and strategic skills to facilitate high-level administrative functions, manage executive priorities, and coordinate critical initiatives across departments.

Serving as the primary liaison to the Board of Directors, Leadership Team, and key stakeholders, the EA manages executive scheduling, correspondence, project coordination, and governance support. The role demands a high level of discretion, professionalism, and alignment with Identity’s mission and values.

This is a hybrid, full-time position based in Gaithersburg, Maryland, requiring at least three days per week in person and occasional travel to meetings and events. Occasional evening or weekend work may be required for Board meetings, special events, and key initiatives.

• Bachelor’s degree in business administration, nonprofit management, or a related field preferred.
• Minimum of five years of experience in an executive support role, preferably in the nonprofit sector.
• Strong organizational, problem-solving, and project management skills.
• High proficiency in Microsoft Office 365, including Outlook, SharePoint, Word, Excel, and PowerPoint, as well as CRM systems and virtual collaboration tools.
• Exceptional written and verbal communication skills in both Spanish and English.
• Ability to handle confidential information with discretion.
• Deep commitment to Identity’s vision, mission, and values.
• Collaborative mindset and ability to work effectively across departments.
• Proactive and detail-oriented approach, with the ability to anticipate needs and execute tasks precisely.
• Adaptability in a fast-paced, evolving environment and ability to multitask.

• Executive Support: Manage the Executive Director’s complex calendar, schedule meetings, coordinate travel, and prepare relevant materials.
• Prioritize incoming requests and act as a gatekeeper to ensure efficient executive time management.
• Draft and edit correspondence, reports, presentations, and policy documents; organize, prioritize, flag, and categorize emails.
• Maintain executive records and institutional knowledge, ensuring easy access to critical information.
• Represent the Executive Director’s office in communications using a professional and mission-aligned tone.
• Board of Directors and Committees Support: Plan, schedule, and coordinate Board and Committee meetings in compliance with governance best practices.
• Prepare and distribute meeting agendas, minutes, and Board materials, and track follow-up actions.
• Coordinate Board member onboarding, orientation, and engagement initiatives.
• Maintain accurate governance records, bylaws, and organizational policies.
• Cross-Departmental Planning, Development, and Communication: Collaborate with the Planning, Development, and Communication team to align executive priorities with strategic initiatives.
• Support fundraising and donor engagement activities.
• Assist in public relations and advocacy efforts and prepare the Executive Director for media engagements.
• Manage the Executive Director’s contributions to fundraising campaigns and ensure the Executive Director’s social media presence is current and accurate.
• Meeting and Event Management: Organize high-level meetings, retreats, and organizational events, ensuring all logistical elements are in place.
• Coordinate virtual and in-person engagements using Zoom, Microsoft Teams, and other collaboration tools.
• Special Projects and Organizational Efficiency: Lead or assist with special projects that drive organizational impact, growth, and operational excellence.
• Conduct research and compile data to support executive decision-making.
• Improve workflows, administrative processes, and executive support systems.