Executive Assistant

• Provide administrative assistant support for three directors
• Support travel – travel requests
• travel reports
• Team retreats or team meetings, both internal and with other teams – arranging meeting space, logistics, menus
• Special events – coordination with vendors and other participating organizations, supporting event logistics and activities, meeting and travel scheduling
• Handling media requests and communications inquiries – assisting with monitoring the media and communications inboxes for incoming inquiries and tracking responses
• Process p-card expenses
• Backup contract support – vendor tracking, contract tracking, contract renewals
• Leader presentations – support presentation material, meeting materials, board reports
• Build and maintain strong relationships with colleagues, grantees, and partners to support team and organizational activities
• Provide executive-level administrative support, including managing confidential information, scheduling meetings, preparing documents, and coordinating travel logistics
• Assist with budget planning and administration by analyzing financial data, processing invoices, reconciling accounts, and generating reports
• Lead specific projects identified by leadership, developing project plans, tracking progress, and ensuring deadlines and budgets are met
• Facilitate team and project meetings, updating tools like Trello boards, and engaging team members to achieve desired outcomes
• Coordinate with other teams to plan meetings, manage office space logistics, and support internal and external events
• Act as a talent liaison by collaborating with HR and leadership teams on initiatives such as onboarding, talent acquisition, and organizational development
• Represent the organization in cross-functional working groups, providing thought leadership and project management expertise
• Assist in organizing Executive Council and leadership cohort meetings, ensuring smooth coordination and facilitation
• Perform additional duties as assigned, contributing to the overall success of the team

• Associate degree in a related field, or equivalent combination of education and experience
• Minimum of 3-5 years of relevant experience in administrative or executive support roles
• Proven ability to work effectively with individuals from diverse cultural, social, and ethnic backgrounds
• Fluency in English
• Strong skills in calendar management, meeting coordination, and handling correspondence
• Excellent communication and organizational skills, with the ability to manage multiple priorities
• Competency in tools like Trello and familiarity with budget-related tasks such as invoice processing and reconciliation
• Analytical thinking and problem-solving abilities to address complex situations and deliver results

Proficiency in additional languages such as Spanish, French, Haitian Creole, or Indigenous/Native American languages

• medical, vision, dental, and life and disability insurance
• eligible to enroll in our company 401(k) plan