NEW JOB OPENING
SENIOR EXECUTIVE ASSISTANT
IN Remote, USA!

Required Skills:

• 5 years of Executive calendar management experience

• Event planning experience

• Budget or procurement experience

• Technical tools/applications to be proficient with SharePoint, Outlook, Slack, Teams, Miro (not required but nice to have)

• 5-7 years of experience providing administrative support for senior-level executives

• Has worked in fast-paced environments that require strong multitasking skills and time management

• Willing to adapt to a rapidly changing environment and new processes and responsibilities

• Proven ability to work under pressure, communicate effectively, and meet deadlines

• Proficient in Microsoft Office Suite, Mac, and Windows operating systems, and related business applications such as Slack, Microsoft Teams, and Microsoft SharePoint

• Excellent oral and written English communication skills

• Ability to travel to events or internal meetings, locally and internationally, as needed



The Ideal Candidate

• Proactive, takes initiative, and is a self-starter. Understands that a high-functioning team is critical to success.

• Accountable & detail oriented. You manage multiple priorities with precision, follow through on commitments, and catch the small things that matter

• Comfortable working independently `to determine methods and procedures on new assignments, seeking clarity when an obstacle is in your way

• A strong communicator who is clear, concise, and convincing in both written and spoken communications

• Reaches out, builds productive working relationships with people across all levels, and takes a customer service orientation when supporting the team

• Can successfully manage competing priorities. You know how to balance multiple projects and responsibilities simultaneously and communicate timelines and workload clearly to partners

• Trustworthy, collaborative, discreet, and flexible



Job Summary:

• We’re seeking an experienced part-time Executive Assistant (EA) to support the Client Foundation’s senior leadership and help drive operational excellence across the team. This role is critical to enabling strategic focus, ensuring smooth day-to-day execution, and fostering a culture of service and responsiveness

• The ideal candidate thrives in a fast-paced environment, is comfortable juggling multiple priorities, and brings a proactive mindset to improving how we work. They’ll exercise sound judgment, discretion, and initiative to anticipate needs and solve problems before they arise

• This U.S. or Canada-based EA will provide high-level administrative support, manage confidential matters with tact, and serve as a trusted liaison across internal and external stakeholders for up to 20 hours per week. If this sounds like you, we’d love to connect



Job Responsibilities

Manage, prioritize, and maintain calendars for the Foundation’s senior leadership team, including complex calendaring, planning, scheduling, arranging travel, and creating expense reports. The individual should be proactive about potential scheduling conflicts and have a high degree of accountability and timeliness for all actions and follow-up. The individual should be highly responsive to inquiries and requests as well as effective at managing expectations with a variety of internal and external stakeholders

• Develop and maintain positive working relationships with staff, internal departments, and outside parties, including high-level contacts of a sensitive nature

• Partner with other EAs to coordinate among executives and manage tradeoffs and prioritization.

• Schedule, plan, and coordinate team events, meetings, and multi-day offsites, including organizing logistics, on-site amenities, and activities

• Maintain email aliases, distribution lists, and shared directories regularly

• Develop and maintain onboarding materials, training documents, and team resources (e.g., FAQs, guides)

• Assist with budget tracking and procurement processes, including vendor setup and purchase orders. Serve as point person for departmental purchases on behalf of the senior leadership team

• Provide staff meeting support, including preparing agendas, taking notes as needed, and distributing meeting minutes and presentations on occasion

• Maintain and support file management systems (e.g., SharePoint) and collaboration platforms (e.g., Miro, Airtable)

• **Only those lawfully authorized to work in the designated country associated with the position will be considered.**

• **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**