Assistant to the Executive Director

Location: Remote (U.S.-based); travel to Washington, DC required approximately three times per year

Salary Range: $65,000 – $75,000 annually plus benefits, commensurate with experience

Employment Type: Full-time

The Nonproliferation Policy Education Center (NPEC) is a nonprofit founded in 1994 focused on advancing practical, policy-relevant research and education related to nuclear nonproliferation, strategic stability, and national security. NPEC conducts policy workshops, war games, certificate courses, and publications engaging government officials, policy experts, and scholars.

NPEC is seeking a highly organized Assistant to the Executive Director. This role is ideal for an older early-career professional, graduate student, or experienced executive assistant with a background or strong interest in national security, nonproliferation, or public policy.

A core function of this role is serving as a “smart ear” for the Executive Director: i.e. someone who is patient, attentive, and skilled at listening carefully, taking dictation, capturing ideas accurately, and translating spoken thoughts into clear written materials and organized action items.

This position focuses on execution, coordination, documentation, and communication.

Executive Director Support

• Serve as a “smart ear” for the Executive Director by listening carefully during calls and conversations, take notes, and accurately capturing ideas, decisions, and next steps
• Take regular dictation for the Executive Director, assisting with correspondence, emails, and written materials
• Attend Executive Director calls as needed and take organized notes, saving them in shared systems for later reference
• Prepare and distribute daily or weekly to-do lists (in cooperation with NPEC’s Program Manager) for the Executive Director based on captured tasks and priorities
• Maintain the Executive Director’s calendar, schedule meetings, and set up phone calls and virtual appointments
• Ensure Executive Director’s attendance at all scheduled meetings and calls through reminder texts and calls
• Assist with technology and remote connection across platforms (Zoom, WebEx, MS Teams, Google Video, etc.) for all online events and engagements
• Assist in preparing PowerPoint presentations and organizing notes for lectures and briefings
• Monitor and manage the NPEC phone line

Programs & Events Support

NPEC Certificate Courses:

• Assist with adjudication, applications, attendance tracking, technical support, promotion, and correspondence with students
• Assist the Executive Director with preparation of course lectures and materials

NPEC War Games:

• Assist in game facilitation and logistical support for virtual and in-person war games

Events Coordination:

• Draft participant lists and invitations
• Send and track reminders and RSVPs
• Coordinate with guest speakers
• Monitor and oversee logistical coordination for in-person and virtual events

Publications, Communications & Outreach

• Format books and occasional papers for physical and digital publication
• Prepare materials for Adobe and Kindle Online platforms
• Support Executive Director op-eds and publications through research assistance and dictation
• Maintain NPEC contact lists
• Maintain and update NPEC websites
• Prepare and distribute weekly Twitter Wrap emails
• Organize Twitter/X history into searchable Google Sheets
• Promote NPEC materials on social media (Twitter/X, LinkedIn, Facebook, Instagram)

Institutional Documentation

• Organize correspondence, call notes, and records in shared systems to preserve institutional knowledge

• Bachelor’s degree required; graduate study in public policy, international relations, or related field a plus
• Prior experience in a policy, government, nonprofit, or research organization strongly preferred
• Demonstrated ability to listen carefully, take accurate dictation, and translate complex spoken ideas into clear written materials
• Exceptional organizational skills and attention to detail
• Strong written communication skills
• Comfort supporting senior leadership in a fast-moving, remote environment
• Proficiency with Google Workspace, WordPress; familiarity with Adobe and Kindle Online preferred
• Curiosity and playfulness with IT preferred (Openness to learning new web applications to support job efficiency and creativity)
  

• Fully remote role (U.S.-based)
• Travel to Washington, DC required approximately three times per year
• Flexible daily schedule with required responsiveness during standard business hours (9-5pm ET)

To apply for this job, please send your resume, cover letter, and a 1-3 page analytic writing sample to admin@npolicy.org. When sending, please use the subject line: NPEC Assistant to the Executive Director Application. Only complete applications will be considered.