Executive Assistant, Public Policy/ Finance & Administration

Washington, D.C./Hybrid
September 2023
Full Time, Regular, Exempt
Reports to
Supervising Executive Administrator


Founded in 1968, the Guttmacher Institute is a global leader in advancing sexual and reproductive health and rights. Through a unique and interrelated program of high-quality research, evidence-based advocacy and strategic communications, the Institute works to generate new ideas, encourage enlightened public debate and promote sound policy and program development. The Institute’s overarching goal is to ensure the highest standard of sexual and reproductive health and rights for all people worldwide. The Institute is engaged in building a more inclusive, transparent and equitable organization. 


Position Summary: 

Guttmacher is hiring an Executive Assistant to support the Public Policy and Finance & Administration divisions. The Executive Assistant will have primary responsibility for and assist with scheduling, calendar management, travel management, expense reimbursement, vendor payments, routine correspondence, phone and email support, meeting coordination, impact tracking and note taking. This individual will also be responsible for the overall management for the office located in Washington, D.C. The Executive Assistant is expected to serve as liaison between the division’s senior management team and a variety of audiences, including the organization’s executive office, vice presidents of other organizational divisions, staff across the Institute, grant-makers, vendors, and peers in external organizations. 

  • Maintains Vice Presidents’ schedule of all meetings, conferences, and teleconferences, including screening meeting requests; 

  • Works effectively and collaboratively as a member of the administrative assistant team, under the guidance and supervision of the Supervising Executive Administrator; 

  • Anticipates conflicts in schedules, providing updates as necessary and ensuring assignments or appointments are not missed; 

  • Arranges detailed travel itineraries and reimbursements for the Vice Presidents; 

  • Submits and processes expense reimbursements for internal and external persons/entities, including reconciliation of expenses on corporate credit cards; 

  • Processes invoices in system, as needed; 

  • Assists in scheduling; preparing agendas for, and compiling documents for division meetings and select cross-divisional meetings, ensuring follow-up on action items; 

  • Triages all correspondence and calls, redirecting external callers to appropriate staff as needed, including independently responding to routine correspondence; 

  • Accurately drafts and edits communications, as requested; 

  • Facilitates Vice President’s communication and engagement with staff; 

  • Proactively anticipates the needs of the Executives and ensures they are fully informed with the information necessary for the successful performance of their roles, including the preparation, production and distribution of background and briefing materials for meetings, conferences, presentations, and travel; 

  • On request, accompanies Vice President to meetings; accurately records meeting notes and minutes; manages follow-up actions; 

  • Works with the Finance & Administration Vice President to prepare and disseminate materials for Board committees, as well as take notes for committee meetings;  

  • May provide guidance and/or support to other administrative staff in the division or Institute on projects and other day-to-day matters associated with the primary divisions; 

  • Assists in preparing presentations for speaking engagements, board meetings and other meetings as needed; 

  • Shifts priorities in line with the senior management team needs, and in response to workflow management by the Supervising Executive Administrator; 

  • Undertakes special projects under the direction of the Vice Presidents or the Supervising Executive Administrator; 


Office Management 

  • Work closely with the Finance & Administration team to ensure efficient functioning of the Washington, DC office, including monitoring supplies; 

  • Collaborate with IT and Meetings & Events to ensure all systems are working effectively and troubleshoot, if needed; 

  • Route invoices to the New York office headquarters and supervise on-site repairs and services; 

  • Liaise with building staff and management on building maintenance and operations issues; 

  • Proactively identify areas of improvement related to systems and processes; 

  • Performs other job-related responsibilities as assigned. 



The ideal candidate will be an experienced executive administrative professional, have demonstrated experience supporting executive level positions, exercise sound judgement, be able to manage sensitive and/or confidential information, and is self-directed and able to work independently. Additional qualifications include: 

  • Minimum of (5) years’ experience at executive assistant level; 

  • Minimum of (3) years' experience with office management 

  • Computer literacy in MS Word, Outlook, SharePoint, Excel, Power Point, Salesforce, project management software such as Asana, and the Internet, including aptitude with internet research; preferred experience with Access and Lexis-Nexis databases. 

  • Effective oral and written communications skills; 

  • Detail-oriented with great organizational skills and ability to meet deadlines; 

  • Able to prioritize and manage multiple tasks and work collaboratively and productively under pressure; 

  • Active approach to problem solving, strong project management and research skills; 

  • Interest or experience in women’s/reproductive health, social sciences, social justice movement and/or previous experience working at a non-profit organization, a plus. 


Salary and benefits 

Salary starting at $82,921.80 to $132,902.06 and commensurate with experience. Excellent benefits that include medical, dental, vision and life insurance; vacation, personal and sick time; paid parental leave; tuition reimbursement; commuting subsidy; and 401(k) with employer match. The Guttmacher Institute strives to provide the training and support staff need to be successful in their positions and to grow professionally. 


How to Apply

To apply, submit resume and cover letter here.

Please note that telephone inquiries will not be acknowledged. No agencies, please.

Guttmacher is an Equal Employment Opportunity employer  

The Guttmacher Institute seeks to foster a diverse, inclusive and equitable work environment, where employees’ talents are valued and recognized as an asset to the achievement of our mission. We endeavor to make the application process accessible to all users. If you need assistance learning about or applying to our employment opportunities, please contact our human resources department at (212) 248-1111 or [email protected].