Executive Office Administrator

Executive Office Administrator

Salary Range: $65-75k

Position Summary

The Napa Institute seeks a mission-driven, highly organized Executive Office Administrator to support the daily operations of the President's Office and the Washington, D.C.-based executive hub. The Administrator will also assist in helping the efficient operations of the Institute more generally. This position combines executive-level administrative support with office management, logistics, planning, and budget coordination. The ideal candidate is a polished and proactive professional who thrives in a fast-paced, high-profile environment and is passionate about advancing the Catholic mission in the public square.

Work Environment

- This position is based in the Napa Institute's Washington, D.C. executive office.

- Occasional travel to Napa Institute events or meetings outside the D.C. area may be required.

- Flexibility for evening or weekend hours during major events or special projects.

What You Will Accomplish
Executive Support

- Provide high-level administrative support to the President and executive leadership, including coordination work relating to ongoing projects and meetings.

- Manage the President's calendar, schedule meetings, and coordinate travel logistics.

- Prepare and manage confidential correspondence and meeting materials.

- Serve as liaison for external partners, Church leaders, and mission-aligned organizations.

Office & Operations Management

- Oversee the day-to-day operations of the Napa Institute's Washington, D.C. office, and ensure adequate coordination with the Irvine, CA office.

- Maintain a professional, welcoming, and mission-reflective office environment.

- Coordinate with vendors, facility services, and technology providers as needed.

- Manage supplies, branded materials, and hospitality resources for guests and meetings.

Event & Planning Support

- Assist in the planning and execution of leadership gatherings, board meetings, and strategic events.

- Coordinate logistics for visiting dignitaries, clergy, and guests of the President.

- Support scheduling, planning, and execution of Napa Institute initiatives and events nationally as needed.

Budgetary & Administrative Oversight

- Monitor and track administrative expenses and support monthly financial reconciliation.

- Process invoices, reimbursements, and maintain organized administrative records.

- Support reporting and documentation processes in collaboration with the finance team.

- Help to develop profit and loss projections and related tracking

What You Will Bring

- 3-5 years of experience in executive assistance, office management, or operations.

- Excellent organizational and communication skills.

- High proficiency in Microsoft Office, Google Workspace, and online scheduling tools.

- Familiarity with budgets, budgeting tools, and budget tracking

- Professional discretion, poise, and attention to detail.

- Ability to manage multiple projects with focus and flexibility.

Great If you have

- Practicing Catholic with a deep appreciation for the Napa Institute's mission.

- Experience working with nonprofit or faith-based leadership in a fast-paced setting.

- Familiarity with event logistics, donor communications, or Catholic apostolates is a plus.

- Strong relational skills and a team-oriented, service-driven mindset.

We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type that would be protected by federal, state, or local laws for an organization of the Napa Institute's type.

This policy applies to all terms and conditions of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.