Executive Assistant

Blueprint Biosecurity is seeking a highly organized and proactive Executive Assistant to help the leadership team debottleneck tasks, advance programmatic and organizational goals, and maintain effective systems. Beyond core responsibilities of calendar optimization, travel coordination, and stakeholder management, the Executive Assistant will collaborate with internal teams and external partners, bringing administrative expertise and a strategic mindset. This position partners closely with the Executive Director as well as the rest of the executive team and may require flexible hours and occasional travel.

Role Overview

Blueprint Biosecurity is seeking a highly organized and proactive Executive Assistant to help the leadership team debottleneck tasks, advance programmatic and organizational goals, and maintain effective systems. Beyond core responsibilities of calendar optimization, travel coordination, and stakeholder management, the Executive Assistant will collaborate with internal teams and external partners, bringing administrative expertise and a strategic mindset. This position partners closely with the Executive Director as well as the rest of the executive team and may require flexible hours and occasional travel.

Our ideal candidates excel in fast-paced environments. You are a quick learner with the skills to self-educate and problem-solve. You demonstrate polished communication skills when interfacing with both internal teams and external stakeholders. You are humble, ambitious, and able to self direct. You thrive in ambiguity, and are prepared to ask clarifying questions to acquire the information you need. You appreciate the value of teamwork and seek out opportunities to include others in planning, decision-making, and execution. You are able to anticipate problems and proactively develop solutions before they arise. Above all, you are inspired and motivated by the impact of biosecurity and risk reduction.

Key Responsibilities:

Executive Support

• Manage complex calendars for multiple executives, including scheduling meetings, coordinating travel arrangements, and ensuring efficient time management.
• Proactively strategize ways to free up time for the executive team.
• Email management, including highlighting important and time-sensitive information, and drafting emails on behalf of senior leadership.
• Act as an information funnel, filter, and facilitator between stakeholders. This may include summarizing communications, looping in relevant people, and attending meetings to organize takeaways.
• Coordinate logistics for both internal team meetings and external appointments.
• Act as the right hand to the executive team by providing a high level of discretion and compassion, ensuring their resources are spent on the highest priority items, and serving as a sounding board as needed.

Administrative Support

• Prepare briefing documents and materials for meetings, presentations, and speaking engagements.
• Ensure action points coming out of meetings are digestible, actionable, and completed on time.
• Compile materials and research for fundraising initiatives and strategic decisions.
• Coordinate and organize board meetings.
• Process monthly expense reports on behalf of the executive team.

Project Coordination

• Track executive initiatives and ensure timely delivery of action items.
• Coordinate cross-team projects and ensure timely completion of deliverables.
• Assist in the preparation of presentations and reports.
• Serve as a liaison between executive leadership and other teams.
• Coordinate logistics for in-person meetings to ensure organizational efficiency.
• Assist in planning and executing internal events and team activities.

Other duties as required.

Required Skills and Qualifications:

• A minimum of 5 years administrative experience, with a preference for 2 or more years of executive support experience.
• Exceptional written and verbal communication skills.
• Exceptional attention to detail.
• Excellent time management and organizational skills and the ability to prioritize work.
• Proactive approach to anticipating needs and solving problems.
• Professional demeanor and strong interpersonal skills.
• Ability to maintain strict confidentiality and exercise discretion.
• High adaptability in rapidly changing environments.
• Flexibility to occasionally work outside standard business hours.

What Else You Should Know:

We are committed to fostering a diverse and inclusive environment where all employees have the opportunity to succeed. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, or any other legally protected status. Please let us know what accommodations you might need when applying or if asked to be interviewed by emailing us at recruiting@blueprintbiosecurity.org.

Location: This position will be a remote position, with a preference for candidates living in (or willing to relocate to) Washington, DC. Remote staff must be able to work between 10 am and 2 pm Eastern Time. This role may require occasional travel (approximately once per quarter).

Start Date: We’d like a candidate to start as soon as possible after receiving an offer, though there is some flexibility.

Applications Due: January 24, 2025 at 11:59 PM Eastern Time.

How to Apply: Submit your application here.

Application Process

Here’s a summary of the application process for a successful candidate. We might make adjustments.

• Complete this application form by January 24, 2025 at 11:59 PM EST as well as complete a 20-min screening test which will be sent to you after completing the form (this will be sent out in January).
• Attend an initial screening call.
• Complete 1-2 paid work test(s) designed to simulate the work you would do if hired and evaluate key skills important for success in the role.
• Attend two remote interviews.
• Submit references.
• Receive an employment offer!