Job Description

Executive Assistant

The National Geographic Society headquarters, based in Washington, D.C., is undergoing a significant renovation project on its campus (called Base Camp). In 2026, we are opening the Museum of Exploration, featuring a state-of-the-art pavilion entrance, auditorium, iconic photo gallery, exhibition space, immersive walk-through attraction, retail, food and beverage, education center, archives, tours, and exciting new event space. The capstone of the renovation is a one-of-a-kind nighttime experience in the courtyard.

The Executive Assistant (EA) provides strategic support to the Chief Campus and Experiences Officer (CCEO) by managing administrative, operational, and special projects for the Campus & Experiences team and the Museum of Exploration. This role provides high-level project and administrative support. This position requires meticulous attention to detail, exceptional verbal and written communication, collaboration with colleagues at all levels of the organization and external partners, and a proactive approach to work with a positive mindset.

Responsibilities Include:

Executive Support (40%)

• Use excellent prioritization skills, discretion, and tact to proactively manage the CCEO's time, including a per-day and per-week basis, as well as a longer, strategic look that aligns time use to divisional priorities and organizational goals
• Manage the CCEO's calendar including strategic scheduling and thoughtful coordination with internal and external constituents
• Actively responding to urgent items including sourcing accurate information and drafting responses
• Book travel for CCEO and for other department leaders as assigned; research flight/train and hotel options; ensure travel time is considered and accommodated in planning; prepare agendas and travel briefs to ensure seamless logistics while the CCEO is traveling
• Track expenses for Chief Campus and Experiences Officer and submit monthly reports

Executive Communications and Workflow (20%)

• Ensure the CCEO is appropriately prepared for meetings through succinct communications and compilation of accurate briefing materials
• Facilitate ad hoc and recurring meetings through preparation of agendas and talking points, and timely communications
• Ensure C&E work products that are reviewed by CCEO meet quality standards and are truly ready for review
• Prepare and disseminate directives and action requests to others on behalf of the CCEO to ensure efficient workflow; monitor deadlines, follow up on delegated tasks, and provide reminders
• Prepare presentation decks and talking points for the Chief Campus and Experiences Officer to present to internal and external audiences, including crafting narrative appropriate to the audience, drafting text, researching and selecting images, formatting, and working with internal stakeholders to ensure accuracy and on time delivery

Meeting and Event Planning (20%)

• Schedule and coordinate regular C&E division meetings, C&E leadership meetings, periodic team retreats, etc., including working with department heads, Chief of Staff, and CCEO to plan agenda, prepare presentations, etc.
• Manage C&E participation in and logistics for NGS key events, such as Collaboration Week, Storytellers Summit, and Explorers Festival
• Ensure event execution: research and recommend venues, book internal and external event space; prepare menus and order catering; plan, order, and test AV; prepare and send invitations and track RSVPs; etc.
• Coordinate with C&E staff, Global Special Events and other key departments.

Campus and Experience Team Support (20%)

• Draft, track, and update the forecast for sections of the Campus Leadership budget
• Work with internal and external stakeholders to schedule and reschedule meetings with multiple attendees
• Attend meetings and take notes for distribution after the meeting
• Process NDAs, contracts, and invoices/funding requests in a timely manner after ensuring accuracy
• Manage C&E shared drive, data, and other systems for central organization of files and deliverables, ensuring appropriate access controls
• Provide support for and management of initiatives that touch multiple departments within the Campus and Experiences division
• Work closely with the CCEO and senior Campus and Experience leadership team to support implementation of all regular and ad hoc projects as requested.
• Conduct research projects as needed

Educational Background

Bachelor's degree preferred

Minimum Years and Type of Experience

5+ years of progressively responsible experience in an administrative position including experience in an executive office. Experience working in a fast-paced office is required.

Necessary Knowledge and Skills

• Excellent administrative, organizational, and oral/written communication skills are required. Ability to multi-task and anticipate needs, discern priorities, match the CCEO's pace, and meet deadlines with exceptional attention to detail.
• Proven ability to exercise good judgement and critical thinking while maintaining confidentiality.
• Professional demeanor and high level of comfort in a fast-paced, high-pressure, and sometimes ambiguous environment with superior follow up skills.
• Ability to incorporate feedback into projects and convey feedback to others in a productive manner.
• Proficiency in both the Microsoft Office suite and Google Workspace tools

Desired Qualifications

• Prior executive administrative support, including traveling booking, calendar management, and expense reports
• Ability to work in a fast paced, multi-phase project environment with shifting priorities
• Attention to detail and ability to understand and prioritize multiple requests and projects while meeting deadlines

Salary Information

The National Geographic Society offers a competitive and holistic total rewards package. Our compensation structure and transparent pay philosophy are based on industry-specific market data for similar-sized nonprofit organizations.

The salary range for this position accounts for a wide range of factors including but not limited to organizational need; specific skill sets; experience and training; certifications; and more. At the National Geographic Society, individuals are typically hired at or near the starting point of the salary range for their role, and compensation decisions are dependent on the facts and circumstances of each case.

The hourly range for this position is $39.28 - $41.35.

In addition, the National Geographic Society offers a competitive and comprehensive benefits package that includes, but is not limited to, medical, dental, and vision insurance; engaging and comprehensive wellness program; 401(k) retirement savings plan with matching contributions after 6 months of employment; flexible paid time off benefits with up to 22 days of paid annual leave per calendar year (15 days for new hires in their first year, prorated based on the number of pay periods remaining in the year) and 10 days of sick leave; 12 paid holidays and a paid winter break between December 25 and 31 (May not apply to all roles that are required to work during high volume seasons or essential workers. Please check with the hiring manager for confirmation.); paid parental leave, adoption and surrogacy expense reimbursement, fertility benefits; learning and development opportunities; Lifestyle Spending Account; pet adoption assistance and insurance; pre-tax transportation benefits with a generous employer subsidy; employer-paid life insurance and disability benefit; and a variety of National Geographic discounts and perks.

Job Designation

On-Site Flex - Staff members who must be physically present at Base Camp to do the vast majority of their work supporting overall building and museum operations. On-Site Flex staff hours are determined in consultation with supervisors, and are responsive to the needs of the MOE and other building operations, often including nontraditional (M-F, 9 a.m. - 5 p.m.) work hours.

Candidates must be legally authorized to work in the United States. This position is not eligible for visa sponsorship.

We encourage you to apply even if your experience is not a 100% match with the position. We are looking for someone with relevant skills and experience, not a checklist that exactly matches the job description. We want to help you grow and in return, you help us grow into a stronger, more inclusive organization.

Job Tags

Similar Jobs