We are seeking a highly capable, proactive, and relationship-focused Executive Assistant to provide direct support to senior executive leadership across global nonprofit initiatives, strategic partnerships, donor relationships, and organizational development.
Responsibilities:
- Manage and prioritize the executive's calendar, meetings, calls, appointments, and commitments.
- Coordinate complex schedules involving multiple time zones and international stakeholders.
- Prepare and organize daily and weekly priorities.
- Anticipate scheduling needs, conflicts, deadlines, and required follow-ups.
- Protect executive focus by filtering requests and identifying matters requiring immediate attention.
- Track ongoing relationships and conversations with donors, foundations, business leaders, executives, partners, and organizational leaders.
- Coordinate timely follow-up after meetings, introductions, events, and international travel.
- Maintain accurate relationship notes, action items, commitments, and next steps.
- Prepare executive leadership for meetings by providing relevant background information, relationship history, and key discussion points.
- Draft professional emails, meeting follow-ups, executive correspondence, updates, and donor communications.
- Communicate with professionalism, warmth, and strong emotional intelligence.
- Learn and accurately reflect the executive's communication style and tone.
- Support the preparation of presentations, proposals, reports, briefing materials, and partner updates.
- Facilitate clear communication between executive leadership, internal teams, and external stakeholders.
- Support strategic projects involving partnerships, fundraising, events, international programs, and organizational growth.
- Track project commitments, deadlines, decisions, action items, and outstanding deliverables.
- Coordinate domestic and international travel arrangements.
- Organize logistics for partner visits, executive gatherings, meetings, and strategic events.
- Ensure executive leadership is appropriately prepared ahead of travel, meetings, and important engagements.
- Maintain accurate information within CRM and organizational systems.
- Develop and improve administrative workflows and repeatable processes.
- Identify opportunities to use technology and digital tools to improve executive productivity.
Requirements:
- Bachelor's degree in Business Administration, Management, Communications, International Relations, Project Management, or a related field is preferred.
- Minimum 5+ years of experience supporting senior executives, founders, nonprofit leaders, or other senior leadership is preferred.
- Demonstrated experience managing complex executive calendars and competing priorities.
- Experience coordinating senior-level meetings, stakeholder relationships, projects, and executive communications.
- Experience supporting executives working across multiple locations or international time zones is advantageous.
- Experience within nonprofit organizations, philanthropy, donor relations, ministry, international programs, or global organizations is considered an asset.
