The Executive Assistant will be in charge of scheduling and calendar management for Right To Be’s Executive Director, Deputy Director, and Department Directors. The Executive Assistant will report to The Executive Strategic Advisor.
Responsibilities will include frequent written and verbal correspondence with multiple stakeholders including board members, corporate sponsors, government officials, nonprofit leaders, and social justice movement leaders. You will be tasked with scheduling and calendar management, coordinating logistics and materials for meetings, note taking, arranging travel, and other related duties as required.
Responsibilities and Duties:
Communications
- Call and email clients directly on behalf of the Executive team to schedule meetings, and act as representative and extension of the Executive team in communication to clients and internal colleagues
- Prepare the Executive team for meetings with external vendors by adding notes about who will be there, their roles, the purpose of the meeting, and background information on the organization/company into our meeting management system.
- Support in agenda setting for the Executive Team’s meetings.
- Proactively flag and address scheduling conflicts and other dilemmas.
- Draft, type, and proofread letters, memos, documents, presentations, and reports as requested
- Maintain complete confidentiality of all communications at the Executive level
- Maintain electronic files as needed
Calendar Management
- Scheduling meetings, resolving conflicts, and prioritizing commitments
- Help Directors prioritize and process new demands on their time
- Ensure the right team members join meetings
- Arrange conference rooms, catering, presentation materials, and audio/visual set up as needed for meetings
- Monitor organizational capacity
Travel
- Coordinate either independently or with external partners the domestic and international travel arrangements including air, train, hotel, and ground transportation reservations
- Adjust reservations and any affected meetings as necessary
- Provide Executive team with important phone numbers and reservation information in case problems arise after hours
- Compile itineraries
- Where needed, help with procurement of visas and identifying other necessary pre-travel prep (e.g., vaccinations)
Other Responsibilities
- Work with staff, venues, and vendors to coordinate meetings, convenings, team retreats, and social events
- Perform research as needed
- Perform other related duties as requested or as responsibilities dictate
- Participate in department and organizational meetings
Requirements
Qualifications (must have at least 80%)
- Bachelor's Degree or related experience is required
- Experience providing direct administrative or program support to organizations and executives (C-level executives preferable)
- Comprehensive knowledge of computer software applications such as Google applications, PowerPoint, Asana, Hugo, Harvest, Zoom, is preferred, and ability to learn new technology quickly, is required
- Must be highly adaptive to management styles and changing needs, re-prioritizing tasks and projects as needed
- Outstanding written and verbal communication skills are required
- Must be able to work both independently and as an integral member of various teams
- Strong organizational skills and attention to detail
- Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously and deal with highly confidential information
- Interest in and enthusiasm for the nonprofit sector and the administrative field
- Commitment to strong performance, high standard of accountability, and openness to feedback
- Must be comfortable working in a fast-paced environment and calm under pressure
- Must have an articulate, diplomatic, and highly responsive communication style
- Must have a solution-oriented approach to conflicts
Benefits
The salary range is $52,500 - $55,000; the final salary is to be commensurate with experience. 100% remote work with some travel required. Two weeks out of the year, Right To Be organizes staff retreats. Travel is required for these events. Our comprehensive benefits package provided includes medical, dental, vision, and life insurance. We offer professional development, self-care, and home office stipends; and a 401K plan. We believe in work-life balance so we provide PTO, parental leave, and Summer Fridays. This is an exempt position.
Right To Be is an equal opportunity employer. People of color, women, LGBTQ+ people and people with disabilities are strongly encouraged to apply. Candidates will be interviewed on a rolling basis.
The Executive Assistant will be in charge of scheduling and calendar management for Right To Be’s Executive Director, Deputy Director, and Department Directors. The Executive Assistant will report to The Executive Strategic Advisor.
Responsibilities will include frequent written and verbal correspondence with multiple stakeholders including board members, corporate sponsors, government officials, nonprofit leaders, and social justice movement leaders. You will be tasked with scheduling and calendar management, coordinating logistics and materials for meetings, note taking, arranging travel, and other related duties as required.
Responsibilities and Duties:
Communications
- Call and email clients directly on behalf of the Executive team to schedule meetings, and act as representative and extension of the Executive team in communication to clients and internal colleagues
- Prepare the Executive team for meetings with external vendors by adding notes about who will be there, their roles, the purpose of the meeting, and background information on the organization/company into our meeting management system.
- Support in agenda setting for the Executive Team’s meetings.
- Proactively flag and address scheduling conflicts and other dilemmas.
- Draft, type, and proofread letters, memos, documents, presentations, and reports as requested
- Maintain complete confidentiality of all communications at the Executive level
- Maintain electronic files as needed
Calendar Management
- Scheduling meetings, resolving conflicts, and prioritizing commitments
- Help Directors prioritize and process new demands on their time
- Ensure the right team members join meetings
- Arrange conference rooms, catering, presentation materials, and audio/visual set up as needed for meetings
- Monitor organizational capacity
Travel
- Coordinate either independently or with external partners the domestic and international travel arrangements including air, train, hotel, and ground transportation reservations
- Adjust reservations and any affected meetings as necessary
- Provide Executive team with important phone numbers and reservation information in case problems arise after hours
- Compile itineraries
- Where needed, help with procurement of visas and identifying other necessary pre-travel prep (e.g., vaccinations)
Other Responsibilities
- Work with staff, venues, and vendors to coordinate meetings, convenings, team retreats, and social events
- Perform research as needed
- Perform other related duties as requested or as responsibilities dictate
- Participate in department and organizational meetings
Requirements
Qualifications (must have at least 80%)
- Bachelor's Degree or related experience is required
- Experience providing direct administrative or program support to organizations and executives (C-level executives preferable)
- Comprehensive knowledge of computer software applications such as Google applications, PowerPoint, Asana, Hugo, Harvest, Zoom, is preferred, and ability to learn new technology quickly, is required
- Must be highly adaptive to management styles and changing needs, re-prioritizing tasks and projects as needed
- Outstanding written and verbal communication skills are required
- Must be able to work both independently and as an integral member of various teams
- Strong organizational skills and attention to detail
- Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously and deal with highly confidential information
- Interest in and enthusiasm for the nonprofit sector and the administrative field
- Commitment to strong performance, high standard of accountability, and openness to feedback
- Must be comfortable working in a fast-paced environment and calm under pressure
- Must have an articulate, diplomatic, and highly responsive communication style
- Must have a solution-oriented approach to conflicts
Benefits
The salary range is $52,500 - $55,000; the final salary is to be commensurate with experience. 100% remote work with some travel required. Two weeks out of the year, Right To Be organizes staff retreats. Travel is required for these events. Our comprehensive benefits package provided includes medical, dental, vision, and life insurance. We offer professional development, self-care, and home office stipends; and a 401K plan. We believe in work-life balance so we provide PTO, parental leave, and Summer Fridays. This is an exempt position.
Right To Be is an equal opportunity employer. People of color, women, LGBTQ+ people and people with disabilities are strongly encouraged to apply. Candidates will be interviewed on a rolling basis.
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