Executive Assistant, Office of the President

Location: Remote
Employment Type: Full-time, salaried
Compensation: $100,000 annually
Reports To: President, American Families for Vaccines

About American Families for Vaccines

American Families for Vaccines (AFV) is a national organization leading the pro-vaccine grassroots movement across the country. Our state Families for Vaccines chapters defend strong vaccine policy, fight misinformation, and advocate for evidence-based public health. We work in close partnership with providers, advocates, policymakers, and public health leaders to create healthier communities and protect immunization access for all families.

Position Summary

The Executive Assistant to the President provides high-level executive and administrative support to the President of American Families for Vaccines. This role is responsible for managing the President's complex calendar, travel, meeting preparation, correspondence, Board logistics, and executive follow-through.

Key Responsibilities

Executive Scheduling & Support

• Manage and prioritize the President's complex calendar, balancing internal meetings, Board and external engagements, travel, and dedicated work time.
• Coordinate scheduling with senior staff, Board members, funders, policymakers, consultants, partners, and other external stakeholders.
• Prepare the President for meetings by organizing agendas, background information, correspondence, briefing materials, and other relevant documents.
• Track the President's commitments, deadlines, and follow-up responsibilities, including attending selected meetings as requested.

Travel & Executive Administration

• Coordinate the President's domestic travel, including transportation, lodging, registrations, meeting logistics, and itineraries.
• Ensure relevant materials and logistical information are organized for travel, conferences, speaking engagements, and other external commitments.
• Manage the President's expense reports, receipts, reimbursements, registrations, and related administrative needs.

Board Support

• Coordinate scheduling and logistics for Board and committee meetings.
• Work with appropriate staff to assemble and distribute Board meeting materials.

Executive Communications & Coordination

• Manage scheduling, routine correspondence, and incoming requests involving the President, exercising appropriate judgment regarding priority and response.
• Draft routine correspondence on behalf of the President and coordinate information flow between the President and senior leadership.
• Handle confidential personnel, governance, legal, financial, and organizational information with appropriate discretion.

Travel Requirement

This position may require occasional travel to support Board meetings, organizational convenings, conferences, and other activities involving the President.

Qualifications

We do not expect candidates to meet every qualification. If you are excited about supporting the leadership of a growing national organization and believe your experience would allow you to succeed in this role, we encourage you to apply.

• 5+ years of executive or senior administrative support experience, including direct support of a CEO, President, Executive Director, Founder, candidate/elected official, or other senior executive.
• Demonstrated experience managing complex executive calendars, travel, and competing priorities.
• Exceptional organizational skills, attention to detail, and follow-through.
• Excellent written and verbal communication skills and the ability to interact professionally with senior leaders and external stakeholders.
• Strong judgment, discretion, and ability to handle sensitive and confidential information.
• Ability to anticipate needs, solve problems independently, and work effectively in a fast-paced environment.
• Proficiency with Google Workspace and other common workplace technologies.

Preferred Skills (not required)

• Experience in nonprofit, advocacy, public affairs, government, healthcare, legal, philanthropic, or other mission-driven organizations.
• Experience supporting Boards of Directors and executives with significant travel and external responsibilities.
• Familiarity with project management, CRM, and other executive support tools.

Compensation & Benefits

• Salary: $100,000 
• Benefits: 
  • Fully paid health insurance for employee, partner and dependents
  • Generous PTO, paid holidays, and remote work flexibility
  • Flexible work hours and fully remote work environment with opportunities to travel and engage colleagues in-person a few times per year
  • 401(k) with employer contribution
  • Short and Long Term Disability and Parental Leave

American Families for Vaccines is an equal opportunity employer, and is committed to hiring without regard to age, race, ethnicity, ability, religion, sexual orientation, gender identity or expression, family status, disability, military status, or any other characteristic protected by law. If you require accommodations or assistance to complete an application, we welcome you to contact hr@familiesforvaccines.org.