Executive Assistant

This is a remote position.

The Executive Assistant will provide high-level administrative and research support to ensure efficient operations and informed decision-making. This role combines traditional administrative duties with a strong emphasis on research, analysis, and email management. The ideal candidate is proactive, detail-oriented, and able to translate complex information into actionable insights while managing a fast-paced workload

Must:

Education:

• Bachelor's degree in Business Administration, Communications, or a related field; a degree in Research, Analytics, or Social Sciences is a plus.

Experience:

• 35 years of experience in an Executive Assistant or similar role, with a focus on research and analysis.

Skills:

• Excellent written and verbal communication skills.

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), project management tools, and online research databases.

• High level of discretion in handling confidential information.

• Ability to work independently and make informed decisions.

• Detail-oriented with exceptional organizational and multitasking abilities.

Key Responsibilities:

• Manage the CEO's calendar, including scheduling, rescheduling, and flagging potential conflicts

• Prepare and edit correspondence, presentations, and reports

• Anticipate needs and ensure the CEO is well-prepared for meetings and engagements

• Coordinate logistics for board meetings: scheduling, confirmations, agenda and material preparation, minute-taking, and follow-up

• Support leadership and team meetings with scheduling, documentation, and action-item tracking

• Ensure timely communication and distribution of meeting-related documents

• Plan and execute events (online webinars, workshops, partner convenings, and in-person meetings) end-to-end: scheduling, speaker prep, hosting, recording, and follow-up

• Manage event promotion via mailing lists, social media, and website updates

• Coordinate with designers and content creators to maintain event-related assets and webpages

• Collect feedback, track attendance, and prepare reports and analytics

• Organize internal team meetings with the CEO

• Arrange travel for the CEO and leadership team, including flights, accommodations, transport, and visas

• Prepare detailed itineraries and travel documentation

• Process and reconcile travel and expense reports in a timely manner

• Prepare monthly, quarterly, and annual organizational reports

• Draft and circulate trip reports, expense claims, and reimbursement forms

• Maintain organized filing systems for records, reports, and confidential documents

• Provide day-to-day administrative support to ensure smooth operations

• Liaise with internal teams and external stakeholders on behalf of the CEO

• Jump in to support the CEO with ad-hoc tasks, special projects, and urgent priorities as they arise

• Adapt quickly to shifting needs, whether coordinating with donors, supporting program teams, or troubleshooting operational challenges

• Handle confidential information with discretion

• Serve as a flexible problem-solver and trusted partner to the CEO in ensuring organizational goals are met