Position Announcement

Executive Support Services Manager

Reports to: Chief of Staff

Supervisory Role: No

Status: Full-time; Exempt

Travel: Yes –up to 25%

Location: Office in Washington, DC (Hybrid may be an option)

Application Deadline: February 16, 2026

Compensation: $75,000-$95,000 annually

Application Link: Here

*Please combine your resume and cover letter into a single PDF and upload it as an attachment with your Insperity application*

About Native Americans in Philanthropy 
Native Americans in Philanthropy’s (NAP) mission is to promote equitable and effective philanthropy in Native communities. We do this by increasing engagement and funding to Native-led organizations; increasing and supporting Native professionals in philanthropy; and transforming and influencing the philanthropic sector to be in alignment with an Indigenous worldview. We also aim to improve the availability of regular, reliable data and Indigenous-led research on Native communities and their relation to philanthropy. NAP’s new strategic plan seeks to increase awareness among key constituents and engage Native and non-Native philanthropic professionals, Tribal Nations, and Native-led nonprofits with NAP’s resources, activities, and programs. 

About the Position
Native Americans in Philanthropy’s Executive Support Services Manager is responsible for providing office management and high-level administrative support to executive leadership. The Executive Support Services Manager role requires highly professional customer service-oriented skills, and frequent interaction (verbal and written) with internal colleagues and external partners. This position requires a commitment to producing high quality, timely deliverables while possessing sound judgement and attention to detail. This role will work independently and collaboratively while completing multiple tasks with competing deadlines and priorities. Resourcefulness and the ability to proactively manage the needs and expectations of leadership are vital skills for success and improving efficiency.

Primary Responsibilities

Office Management

• Coordinate, process, and reconcile contracts, honorariums, and stipends for various programming needs alongside division administrators.

• In collaboration with the HR and Administration Manager, tracks contracts and vendors in Salesforce. 

• Responsible for distributing office correspondence and following up on status of inquiries received and any financial related office transactions as required by the role.

• Process, fulfill, and track office supply orders for the NAP team in accordance with policies.

• Answer NAP’s main phone line, follow-up, and redirect accordingly for action by the team.

• Prepare and process any mailing of materials or items from the office.

• Serves as an administrator for NAP systems and accounts, such as but not limited to Zoom, Asana, Docusign, Adobe, Doodle, Mural, Otter.ai, and Verizon.

• Participates in projects and regular meetings of the administrative team, including on occasion providing back-up for key tasks when staff are out of the office. 

• Responsible for documenting meeting notes and summaries and tracking deliverables using project management tools to ensure timely follow-up.

• Issues, tracks, and follows up on agreements and documents issued via Docusign.

• Manage all office related financial tracking including receipt of checks, deposit logs, and related documentation.

• Communicates receipt and information to relevant internal departments, including Membership, Meetings & Events, Development, and other teams as appropriate.

• Coordinates with the IT team to support office operations, including internet connectivity, equipment needs, and general office maintenance-related technology issues. 

Events and Meetings

• Greet colleagues, external stakeholders, and guests as they arrive at the office for meetings. As needed, place orders for food and beverages.

   

• In collaboration with the Events Administrator, coordinates meeting logistics for virtual and in-person events involving the CEO and/or Executive Team. This may include tracking RSVPs, preparing meeting support materials, ordering food and beverages, making reservations for group meals, and booking additional conference room space. 

   

• Serves as a point person for reserving conference room space at the DC office.

Executive Support

• Performs administrative work of a confidential nature for the CEO. This support includes answering inquiries and managing calendars with competing priorities, filling out forms and administrative correspondence, interfacing with internal staff to support scheduling with meetings with the CEO; and coordinates the logistics for video, phone, or face-to-face meetings. 

   

• Drafts memos, presentations, correspondence, and conduct research.

   

• As needed, inputs meeting notes into Salesforce for the CEO and Chief of Staff. 

   

• In collaboration with the Chief of Staff, identifies and escalates high priority needs for the CEO and create a pathway for decisions on next steps.  

   

• Arranges the CEO's travel and meetings by developing itineraries and agendas, booking transportation, making restaurant reservations, arranging lodging and meeting accommodations. Manages conference registration and calendars, meetings, and presentations, ensuring adequate travel, preparation, and transition time are built into schedules.

   

• Tracks all actionable items for follow-up, providing reminders as needed to ensure all work objectives are completed.

   

• Tracks receipts for CEO and COS and processes reimbursement reports and credit card reconciliations on at least a weekly basis.  

   

• Prepare agendas, summary of nature of meeting, and follow up action items/tracking as needed.

Board Support

• Schedules quarterly Board meetings as well as manages details and materials needed for any in-person Board gatherings. Maintains Board listservs, team records, and up-to-date contact information.

   

• Assists Chief of Staff with Board material preparation and distribution as well as tracking any action items.

   

• Maintains the repository of Board materials according to NAP’s record retention policy.

   

• If applicable, serves as one of the administrators for online systems (like OnBoard) to track Board activity.

   

• Supports Chief of Staff and CEO in responding to Board member requests for information or materials. 

Non-Essential Job Duties

• Other related duties as assigned

Knowledge, Skills, and Ability

• Strong organizational and multi-tasking abilities.

   

• Excellent verbal and written communication skills.

   

• Ability to handle sensitive and confidential information.

   

• Commitment to providing outstanding customer service to our employees.

   

• Applies feedback to improve performance.

   

• Research skills.

   

• Ability to work independently and collaboratively while completing multiple tasks with competing deadlines and priorities. Resourcefulness and the ability to carefully manage up is key. 

   

• Effective time management, administrative, technical, and organizational skills, as well as strong analytical and problem-solving ability.

   

• Demonstrated ability to collaborate with internal and external parties; able to respond with clarity and diplomacy in writing and verbally.  

   

• Knowledge and ability to use all major Microsoft Office tools and experience performing digital administrative tasks. 

   

• Demonstrated experience using Asana, Salesforce, or similar project management and CRM tools preferred.

   

• Excellent interpersonal skills and the ability to interact with diverse internal and external constituents. 

Education and Experience

• Bachelor’s degree plus three years of office management related experience required, or equivalent combination of education and experience.

   

• Understanding and knowledge of nonprofit organizations and/or philanthropy.

   

• Demonstrated oral and written presentation skills reflecting the ability to support Executive Leadership. 

   

• Proficient in MS Office Suite or related software.

Physical Requirements

• Must be able to lead Zoom and other video conference calls and use computer equipment for extended periods of time.

• Ability to travel up to 25% of the time for events, conferences, and staff meetings.

Commitment to Equity  
Native Americans in Philanthropy is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. It is our policy to provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job, without regard to age, gender, gender identity, sexual orientation, race, color, religion, creed, national origin, disability, genetic information, veteran status, citizenship, or marital status, and to maintain a non-discriminatory environment free from intimidation, harassment or bias based upon these grounds.  

Americans with Disability Act  
Native Americans in Philanthropy complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact jlawton@nativephilanthropy.org.