Executive Assistant to the CEO

The Quincy Institute seeks an executive assistant to work with the CEO in running a 40 person research and communications organization.

Candidates must be dedicated to advancing QI’s mission of increasing U.S. diplomatic engagement and decreasing U.S. reliance on global military intervention and domination. You must be reliable, attentive to detail, able to take initiative and complete jobs on time.

The position is based in Washington DC, in the office at least 4 days a week, and includes limited domestic travel. 

• Provide intellectual and logistical planning and support for meetings, including high level visitors, monthly leadership team meetings, bi-weekly staff meetings, and annual retreat
• Schedule, send reminders and organize catering when necessary; keep track of RSVPs and follow up as needed
• Support other staff members in organizing meetings and conferences, as needed
• Take notes at meetings and ensure timely follow up by all relevant parties
• Manage the CEO’s calendar and ensure she’s properly prepped for/has background, talking points, and research for meetings
• Prepare and attend quarterly board meetings
• Produce board books, arrange catering and travel; take notes and follow up as needed
• Help ensure organizational development and synergies across all programs
• Identify opportunities for culture and work flow improvement and help implement them
• Research and draft articles, communication, and reports as assigned or agreed
• Create spreadsheets, charts, power points, graphics; provide draft language and talking points as required
• Track and provide analytics on research products
• Support creation of public QI events and help staff them as needed
• Perform other tasks as assigned. There is a possibility of writing for publication, but this job is NOT a research position or a side door into a research position.

• At least one year of office-based experience as an EA or in a chief of staff capacity is required
• Demonstrated strong interest in and familiarity with U.S. foreign policy and foreign policy making and commitment to the mission of the Quincy Institute
• Rapid, clear writing and excellent editing skills
• Exceptional organizational and project management skills
• You need to be able to take a project on, make a plan to carry it out, and execute
• Mastery of Google Suite; knowledge of Google Analytics and Canva a plus
• Strong analytical and problem-solving skills; ability to work collaboratively as well as independently
• Sound judgment, professionalism, and discretion
• Positive attitude, emotional intelligence, and clear verbal communications skills

To Apply

Please provide a cover letter explaining why you are right for this position, a resume, one short writing sample (roughly 500-1,000 words; this could be a letter, memo, or published essay that you think helps show your fit for this position), as well as contact information for three references, at least one of whom was your direct supervisor. 

Applications will be reviewed starting on May 15, 2025 and on a rolling basis thereafter until the position is filled.