AKF HAS ENGAGED THE SERVICES OF THE CHOICE RECRUITMENT AGENCY FOR THIS SEARCH SO PLEASE APPLY THROUGH THEIR WEBSITE FOR CONSIDERATION: https://thechoiceinc.com/job-board/?rpid=bC37GFJHrtQ
Position Title: Executive Assistant to Chief Communications and Marketing Officer
Reports To: VP and Chief Communications and Marketing Officer
Department: Office of Communications and Marketing
Division: Office of Communications and Marketing
Location: Rockville, MD (Hybrid)
POSITION SUMMARY
The Executive Assistant to the Chief Communications and Marketing Officer (CCMO) is responsible for delivering high-level administrative, operational, and project support that strengthens the effectiveness of the Office of Communications and Marketing (OCM). By ensuring the CCMO and OCM leadership team are well-supported, well-informed, and able to operate efficiently, this role helps advance the American Kidney Fund’s mission to improve the lives of people affected by kidney disease through impactful communications, marketing, and stakeholder engagement. Reporting to the Chief Communications and Marketing Officer, this position plays a critical role in enabling strategic priorities, organizational visibility, and operational excellence.
The Executive Assistant oversees key administrative systems and workflows, including executive scheduling, project tracking, budget coordination, and departmental operations. Core focus areas include executive support, project and workflow management, and budget administration. This position develops and maintains processes that enhance departmental efficiency and alignment, working closely with colleagues across OCM and other AKF teams to ensure timely execution and strong cross-departmental collaboration.
Additionally, the role provides organizational, analytical, and operational expertise that supports informed decision-making and continuous improvement across AKF. As a key contributor within the Office of Communications and Marketing, the Executive Assistant strengthens organizational impact through effective coordination, professionalism, and mission-driven support.
ESSENTIAL DUTIES & RESPONSIBILITIES
Executive Administrative Support (40%)
This area ensures the CCMO and OCM leadership team have the administrative structure and support needed to operate efficiently and strategically.
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Manage complex scheduling, calendars, and meeting coordination for the CCMO.
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Organize internal and external meetings, including agendas, logistics, and materials.
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Develop presentations, reports, and executive-level documents.
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Coordinate travel arrangements and prepare expense reports.
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Record minutes for Board Communications and Marketing Committee meetings.
Project & Workflow Management (35%)
This area supports the execution, tracking, and timely completion of OCM projects and organizational priorities.
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Maintain project trackers and compile status updates for the CCMO.
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Track items requiring CCMO review, approval, or follow-up.
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Support KPI collection and reporting for key meetings and year-end summaries.
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Coordinate vendor outreach during bid and proposal processes.
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Provide project support to the communications, brand marketing and digital marketing teams as needed.
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Participate in AKF’s corporate-funded project process as a project manager or team lead, as needed.
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Manage timelines and deliverables for the annual report and major events, including The Hope Affair.
Budget Coordination & Financial Administration (20%)
This area ensures accurate, timely, and organized financial tracking and reporting for OCM.
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Coordinate the annual budget schedule and deliverables.
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Track monthly budget activity and prepare division-level budget reports.
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Support coding and tracking of expenditures for corporate-funded projects.
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Monitor pending invoice approvals and flag delays.
Other Duties as Assigned (5%)
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Additional responsibilities as determined by the supervisor or OCM leadership.
EDUCATION & EXPERIENCE
Required
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Bachelor’s degree or equivalent experience.
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5–7 years of administrative support experience, preferably supporting C-suite or senior leadership.
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Experience with budget tracking and financial administration.
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Proficiency in Microsoft Outlook, Word, PowerPoint, and Excel.
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Strong organizational, communication, and multitasking skills.
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Ability to handle confidential information with integrity.
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Typing speed of at least 60 WPM.
Preferred
- Experience using Asana, or another Project Management Software
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Experience in nonprofit organizations.
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Knowledge of communications or marketing functions.
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Experience supporting project management and cross-departmental workflows.
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Familiarity with KPI tracking or reporting processes.
COMPETENCIES
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Organizational and planning excellence
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Analytical and problem-solving ability
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Effective communication (written and verbal)
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Collaboration and relationship-building
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Adaptability and composure under pressure
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Initiative and independent decision-making
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Attention to detail and accuracy
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Professionalism and confidentiality
AKF HAS ENGAGED THE SERVICES OF THE CHOICE RECRUITMENT AGENCY FOR THIS SEARCH SO PLEASE APPLY THROUGH THEIR WEBSITE FOR CONSIDERATION: https://thechoiceinc.com/job-board/?rpid=bC37GFJHrtQ
