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Organization Overview

The American Association of People with Disabilities (AAPD) is a convener, connector, and catalyst for change, increasing the political and economic power of people with disabilities. As a national cross-disability rights organization, AAPD advocates for full civil rights for the 60 million Americans with disabilities by promoting equal opportunity, economic power, independent living, and political participation. Learn more at www.aapd.com.
AAPD is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with a disability. Applicants with disabilities are especially encouraged to apply. This listing is available linked as a Google Doc here, and linked as a PDF here.



Job Summary

  • Position Title: Executive Assistant to the President & CEO
  • Position Level: Assistant
  • Job Type: Full-time
  • Reports To: President & CEO
  • Location: Washington, DC
  • Format: Full-Time Remote to Become in Person with flexible schedule
  • Salary: $65,000 – $75,000

The AAPD Executive Assistant is a key position within the organization to support AAPD’s operational priorities and is an integral part of helping to drive the leadership goals and ultimately, fulfilling the mission of the organization. The Executive Assistant will support the President and CEO and, in doing so, will also assist the rest of the AAPD Team. The Executive Assistant will work closely with the President and CEO within a remote and eventually in-person environment and assist in coordinating across a number of critical stakeholders, including but not limited to: the President and CEO’s direct and indirect reports, external partners, disability community leaders, and funders. 

The Executive Assistant’s duties also include handling all administrative tasks with finesse to keep the President and CEO’s day moving smoothly and efficiently, from the management of complex calendars, communications, travel, and sometimes expenses. We’re looking for someone who will be comfortable coordinating and drafting varied communications, organizing inboxes, managing schedules, handling meeting logistics, learning new tools, maintaining clear documentation working in remote, hybrid, and in-person settings, and establishing procedures to improve overall efficiency. This person should also be ready to jump in and help with both ad-hoc and long-term projects as assigned. If you’re a strong communicator, with problem-solving and organizational skills, who wants to support the strategic goals of a growing civil rights organization, this role and AAPD are great for you. There will be opportunities for growth and expanding technical skills in the role. 



Roles and Responsibilities

AAPD’s Executive Assistant is responsible for the following:



Email, Communications, and Scheduling

  • Point of contact: Act as a primary and responsive first point of contact for the CEO’s among key external contacts 
  • Schedule: Co-manage the CEO’s calendar and schedule meetings, events, strategy time, and more, provide essential context for each; coordinate with or poll key stakeholders, as necessary, to establish workable meeting times for a group; ensure necessary tools and materials are available for meetings—whether remote or in-person
  • Agendas: Distribute agendas (print, mail, or remote) and send reminders as necessary 
  •  Meeting minutes: Record minutes from key meetings, accurately and with a focus on documenting key decisions and actions 
  • Action items: Follow up on action items to ensure timely completion
  • Email management: Maintain and address challenges incoming to the CEO’s primary inboxes in a timely manner, including opening, sorting, and distributing incoming correspondence in a reliable and appropriate manner 
  • Agenda management: Surface daily action items for the CEO based on email and calendar 
  • Contact management: Synthesize key CEO contacts for gifts, mailers, and acknowledgements as needed in coordination with relevant teams 
  • Anticipate future scheduling or other business needs of the CEO or other senior leadership.



Board Member Liaison  

  • Corresponds with Board of Directors and Board Committees as needed for specific support necessary. Additionally, participate in supporting the needs of organizational strategic planning as well as preparing board meeting minutes.
  • Work across teams and with the President and CEO to prepare materials for quarterly board meetings including the quarterly management report.



Distributed Office

  • Messaging: Post reminders and key messages from the CEO to the key stakeholder groups as needed 
  • Mail: Coordinate with Executive Office Administrator on CEO mailings and other in-office items 
  • File Management: Help maintain digital filing system for Experience-related documents and correspondence; working collaboratively with all of the AAPD team
  • Research: Conduct research as requested by the President and CEO, support the Executive Office Administrator or People teams in sanctioned research efforts as needed 2
  • General: Provide general administrative support to the Experience department, which may include helping operationalize reviews within the department 
  • Coordinate, manage, and schedule in-person and remote meetings and events. Order catering services be the point person for any and all office meeting needs, act as the lead for all set up and tear down of organization events, manage tech set up and facilitation of virtual meetings, and assist in setting the tone for carrying out our organizational values as it relates to the utilization of our facilities and online convening platforms.
  • Change and coordinate travel schedule and reservations; keep CEO’s calendar updated with all travel details. Conduct research as needed and anticipate needs while clearly communicating and meeting with the CEO on a daily/weekly basis in order to stay in stride with the needs of the CEO, other Director’s, and the organization.
  • Assist operations team to provide support to leadership team and perform other duties as assigned.



Qualifications

  • At least 2-3 years of experience as executive assistant or administrative assistant, successfully balancing multiple tasks and schedules, or equivalent professional experience 
  • Preferred candidates will have knowledge of accessibility practices 
  • Knowledge, experience, and working comfort with Google Drive, Google Calendar, Google Suite, Slack, and/or a willingness to learn new tools and platforms as needed 
  • Outstanding organization and attention to detail; able to prioritize projects and complete tasks on time; Strong analytical skills and an ability to create systems
  • Represent AAPD professionally and sincerely, modeling the organization’s values to be and help others be collaborative, accessible, empowered, informed, ethical and responsible, values-driven, and transparent for the sake of accountability and community 
  • Interest in ongoing learning, professional development, and suited for occasional research and discovery
  • Able to work with varied stakeholders; shares information that others rely on for their work
  • Able to work with discretion and confidentiality; trustworthy with personal and professional information that’s sensitive and/or confidential, whether it’s adequately marked as such or not
  • Coordinate and take direction from the CEO and others, while also working well without a lot of explicit and detailed direction, direct oversight, or continual reviews 



Benefits

AAPD offers an exceptional benefits package that includes paid time off; health, dental, and vision insurance; short-term and long-term disability insurance, all federal holidays off, end-of-the-year holiday paid leave between Christmas Day and New Years Day, flexible religious holidays, 403(b) retirement plan with employer contribution; professional development, and generous bereavement policy and transit benefits. AAPD also provides a relocation package.



Application Process

Please submit your application materials on the following job application link, including:
  • Resume
  • Cover letter (including salary requirements)
  • Two professional references

If you have any inquiries or need to make an accommodation request, please email jobs@aapd.com with the subject line “2022 Executive Assistant Inquiry.”

AAPD will accept applications until Wednesday, May 18, 2021 at 5pm ET. Applications will be reviewed as they are received.