Executive Assistant

Moonshot is seeking an exceptional Executive Assistant to support its US Leadership team. Moonshot's offices are based in Washington, DC. We offer flexible work options including hybrid and remote arrangements. While we are open to candidates from across the United States, the role requires occasional travel to Washington, DC if based outside the area.

As the Executive Assistant, you will be essential in managing schedules, coordinating travel, supporting US project coordination, and facilitating various special projects. The Executive Assistant plays a vital role in coordinating activities and facilitating connections within our expanding project portfolio and business development efforts, serving as a trusted partner to ensure that leadership can focus on strategic initiatives and business development.

The successful candidate will have a deep understanding of the unique challenges faced by senior executives, particularly in managing their time, energy, and complex travel arrangements.You will need to demonstrate exceptional organizational skills, a proactive mindset, and the ability to handle difficult, often high-stakes, situations with professionalism and discretion. Managing competing priorities, navigating diverse stakeholdersranging from internal teams to external partners, clients, senior government officials, and journalistsand ensuring that the executive's time is optimized will be at the heart of your role.

We are looking for someone with experience in fast-moving commercial or political environments, who can balance the demands of the executive while maintaining a calm and organized approach. The nature of this role requires the candidate to have exemplary time management skills, the ability to anticipate needs, and the capacity to prioritize effectively amidst various demands. The individual will navigate this dynamic role with professionalism, interacting seamlessly across a diverse spectrum of individuals, from Moonshot's management team to external partners, clients, senior government officials, and journalists.

Your responsibilities will include:

• Directly manage the executive's calendar, scheduling meetings, appointments, and speaking engagements with discretion and foresight. Exercise sound judgment when committing the executive's time, ensuring optimal use of their schedule and evaluating the urgency and importance of requests.
• Oversee all aspects of domestic and international travel, including flight arrangements, visa requirements, accommodations, transportation, and logistical coordination. Ensure time zone considerations are factored in when scheduling travel and meetings, optimizing travel time and minimizing disruptions.
• Manage the executive's incoming emails, prioritizing and triaging urgent client, partner, and team communications. Draft timely, professional responses as needed, ensuring that no client emails go unanswered for more than 24-48 hours. Build and maintain strong relationships with key clients and partners, ensuring proactive and consistent follow-up.
• Track high-priority tasks and follow up on ongoing requests to ensure timely completion. Keep the executive informed of progress and ensure deadlines are met without compromising quality.
• Assist US leadership team with project coordination support across the US program portfolio including scheduling team and client meetings, updating project plans in spreadsheets or project management software, and coordinating review and issuance of contracts for consultants, suppliers, and partners
• Prepare, reconcile, and submit expense reports in a timely manner, ensuring accuracy and compliance with company procedures.
• Support budget development and project financial monitoring in consultation with project managers and the finance team (e.g., tracking expenditures, updating budgets, reviewing and reconciling project profit and loss statements, and reviewing supplier invoices).
• Assist in the preparation of special projects, including creating PowerPoint presentations, financial spreadsheets, reports, and agenda materials. Provide support for project documentation and the production, formatting, copy editing, quality assurance, and distribution of project deliverables.
• Develop agendas and take detailed and accurate meeting minutes, ensuring that actionable items are clearly identified and communicated to relevant stakeholders for follow-up.
• Handle day-to-day administrative tasks including printing, mailing, copying, and managing emails. Maintain organizational systems to ensure smooth operations.
• Draft and prepare routine correspondence for the executive's signature.
• Other additional and/or alternative duties as assigned from time to time.

Requirements

Essential:

• Strong commercial or political background experience, demonstrated through previous roles that involved strategic planning, stakeholder management, or policy development. Experience navigating complex landscapes and managing high-level priorities is essential.
• Significant experience managing complex international and domestic travel arrangements.
• Excellent written and verbal communication skills, with exceptional writing, editing, and proofreading abilities.
• Skilled in protecting the professional and personal needs of a busy Executive.
• Proven experience in managing client communications, prioritizing urgent requests, and maintaining professional relationships with partners and stakeholders. Comfortable handling high volumes of email and correspondence with clients.
• Strong organizational skills, with the ability to handle multiple responsibilities simultaneously.
• Ability to handle ambiguity, think on your feet, and adjust to shifting priorities in a fast-paced environment.
• A proactive, positive attitude with a commitment to delivering tasks efficiently.
• Exceptional attention to detail, with the ability to assess and prioritize tasks quickly and efficiently, ensuring that critical matters are addressed in a timely manner.
• Highly trustworthy and ability to maintain confidentiality and use discretion and diplomacy in both written and verbal communications.
• Strong IT skills, with proficiency in relevant software and tools.
• Willingness to work outside regular working hours where required.
• Commitment to Moonshot's mission.
• In addition, we require and will check on candidates' eligibility to work in the US. Candidates will be expected to undertake and pass any relevant security clearance procedures per the needs of clients.

Desirable

• Proficiency in Google Suite.
• Experience of project management, specifically Monday.com

Benefits

Benefits ?package:?

• 15 days paid vacation leave, plus Federal holidays and 1 day additional paid leave for Native American Heritage Day.
• Full private healthcare package, including coverage for partners and children.
• Dental & Vision Insurance.
• Life & Disability Insurance.
• 24/7 access to free counseling via our Employee Assistance Program.
• 3% matched 401k contributions.
• Generous maternity and paternity leave: 26 weeks paid maternity leave, 8 weeks paid paternity leave.
• All permanent employees are granted share options upon employment.

Salary: $63,000 - $70,000 depending on skills and experience.