Executive Assistant to the President/Project Coordinator presso National Cherry Blossom Festival, Inc.

National Cherry Blossom Festival, Inc., a 501(c)(3) not-for-profit organization based in Washington, DC, is currently seeking an Executive Assistant to the President / Project Coordinator.

Company Description

The National Cherry Blossom Festival produces and promotes the nation’s greatest springtime celebration and is dedicated to promoting the beauty of nature and international friendship through year-round programs, events, and educational and entertainment initiatives that enhance our environment, showcase arts and culture, and build community spirit.

The Executive Assistant/Project Coordinator is a pivotal role that blends strategic coordination, stakeholder engagement and high-level administrative support. This position manages cross-functional projects, stakeholder communications, and organizational priorities at the direction of the President. This role combines the precision of daily key administrative duties with the leadership and coordination of managing processes and projects—ensuring the President’s time is maximized, initiatives are executed efficiently, and the Festival’s mission is advanced.

You’ll be at the heart of one of the nation’s most iconic cultural celebrations, helping shape its future through thoughtful coordination, strategic insight, and operational excellence. If you’re someone who thrives in dynamic environments, enjoys working with mission-driven teams, and wants to help shape one of the nation’s most beloved cultural events, we’d love to hear from you.

Scope and Responsibilities

The Executive Assistant/Project Coordinator communicates with leadership, staff, Board of Directors, and other internal and external Festival stakeholders using a high degree of tact, professionalism, and discretion. This position carries out directives and established polices, and completes assignments with moderate supervision. This position will also handle Festival materials and organize daily work within parameters set by the President.

The Executive Assistant/Project Coordinator will:

Executive Support and Office Management:

• Serve as the primary liaison between the President and internal/external stakeholders, including the Board of Directors.
• Schedule and manage the President’s calendar and travel and meeting logistics with foresight and discretion.
• Draft, edit, and manage sensitive correspondence, presentations, and reports.
• Prepare Board of Directors materials, schedule meetings, and record minutes for approval by the Board Secretary.

Strategic Project Management

• Lead and track cross-departmental projects and initiatives from concept to completion.
• Develop timelines, assign responsibilities, and monitor progress to ensure deadlines are met.
• Identify operational inefficiencies and recommend process improvements.

Stakeholders Engagement and Communications

• Coordinate VIP relations, including sponsor hospitality, donor communications, and event RSVPs.
• Manage guest lists, invitations, and on-site check-in for high-profile Festival events.
• Oversee the execution of appreciation campaigns, including thank you notes, gifts, and follow-ups.

Organizational Leadership and Support

• Maintain and update databases for sponsors, media, and partners.
• Provide financial administrative support including invoice tracking and budget coordination.
• Represent the President and Festival brand with professionalism and warmth at public events.

Other duties as assigned.

Qualifications:

• Bachelor’s Degree or equivalent experience
• Minimum three years’ experience in an administrative office support environment or non-profit event planning or comparable experience
• Exceptional written and verbal communication skills.
• Demonstrated leadership in decision-making and finding solutions.
• Experience working with boards, donors, and high-level stakeholders.
• Proven ability to manage multiple priorities with precision and calm.
• Advanced proficiency in Microsoft Office required; familiarity with Slack, Monday.com, or other project management system preferred.
• Knowledge of principles and practices of organization, planning, records management, and general administration.
• High level of accuracy, attention to detail, good analytical and problem-solving skills, and the ability to handle multiple tasks simultaneously.
• Ability to work non-traditional hours.
• Ability to foster positive, productive relationships, collaboration and teamwork, internally and externally, among staff, board members, volunteers, partners and other Festival stakeholders.

As an integral part of the NCBF team, this full time salaried exempt position participates fully in the production and execution of Festival events. This requires flexibility to be available evenings and weekends, and to work additional hours during peak periods.

COMPENSATION/BENEFITS

Salary range: $55,000 - $65,000/year. Benefits package includes health insurance with prescription drug, dental, and eye plans (substantially underwritten by NCBF); annual and sick leave; short-term and long-term disability; life insurance; flexible spending account; 401K plan with safe harbor contributions eligible 6 months after hire; parking/transit subsidy.

The National Cherry Blossom Festival is an Equal Opportunity Employer (EOE).