Executive Administrator, EveryLife Foundation for Rare Diseases

Location: Washington, D.C. Metropolitan Area (Hybrid)
Reports to: Chief Operating Officer
Wage Category: $63,000–$70,000

Who We Are:
The EveryLife Foundation for Rare Diseases is a dynamic national nonprofit dedicated to accelerating the development of life-changing treatments for the estimated 30 million Americans living with rare diseases. Our expert team has earned recognition as a trusted, nonpartisan leader in the rare disease space for more than 15 years. Grounded in science and driven by collaboration, we bring together patient advocates, policymakers, federal agencies, industry, academia, and payers to advance equitable, patient-centered solutions that change outcomes.

The Role:
This pivotal Executive Administrator role goes beyond traditional administrative support—it is central to the smooth and cohesive operations of the EveryLife team and the leadership office at our growing Foundation. We seek a highly organized, proactive, and mission-driven Executive Administrator to support our Executive Leadership Team of four and manage our community office space for rare disease partners.

Principal Duties And Responsibilities

  • Provide high-level administrative support for the Executive Leadership Team, including strategic and complex calendar management, travel coordination, thorough meeting preparation and follow-up (including pre- and post- meeting), detailed expense reporting, and confidential correspondence.
  • Manage the RareHub, our Washington, D.C.-based office space for rare disease partners; oversee mail operations, office supplies, conference reservations, maintaining shared spaces, and office space use for external partners.
  • As needed, liaise with Foundation stakeholders and across all internal teams—managing communication, proactive scheduling, Foundation reports, and logistics for external and staff meetings.
  • Assist with onboarding new employees, ensuring a seamless and positive experience that reflects the highest standards, values, and an inclusive culture.
  • Coordinate and manage IT inventory and equipment.

Qualifications

  • 4-5 years of demonstrated experience supporting senior executives with complex priorities and scheduling needs, in a fast-paced, mission-driven environment.
  • 4-5 years of experience interacting with diverse stakeholders and managing operational office responsibilities.
  • Experience and/or familiarity with expense reporting and credit card reconciliation.
  • Proficiency in Microsoft Office Suite and virtual collaboration tools (e.g., Zoom, Teams, Slack).
  • Ability to work on-site in Washington, D.C. on a regular basis and willingness to represent the Foundation at its central office in person.
  • Ability to occasionally work weekends and evenings.
  • Familiarity with the rare disease community is a plus.

Skills:

  • Exceptional organizational and time-management skills.
  • Ability to manage competing priorities and deadlines.
  • Keen attention to detail.
  • High level of discretion and confidentiality.
  • Strong interpersonal and expert communication skills, with the ability to engage effectively with diverse audiences.
  • Ability to work independently and collaboratively.
  • Adaptability in a fast-paced, mission-driven environment.

Education:

  • Bachelor’s degree in Business Administration or a related field is preferred.
  • Associate degree with significant experience may also be acceptable.

More Information

Robust Benefits Package:

  • Health, vision, and dental insurance
  • Flexible Spending Account (FSA) with employer contribution
  • Wellness reimbursement
  • Cellphone and WiFi stipends
  • 401(k) with 6% match
  • Generous paid leave including two Foundation shutdown weeks each year
  • Professional development support

How to Apply
We encourage early applications from qualified candidates, and we look forward to learning more about you. At your earliest convenience, please send your resume, cover letter, and three professional references to: careers@everylifefoundation.org. We recognize the time and energy it takes to apply for new roles, and we will respond to you soon.

What to Expect
Qualified candidates will be contacted for an initial phone screening. Finalists will be invited to participate in panel interviews with members of our leadership team. We strive to make the process as transparent and respectful of your time as possible.

Equal Opportunity Employer
The EveryLife Foundation for Rare Diseases is an equal opportunity employer. If you require reasonable accommodation to complete the application process, participate in an interview, or take part in the hiring process, please contact: Trova O’Heffernan at Toheffernan@everylifefoundation.org.