Executive Assistant

It's a great feeling to work for a company that does so much good for others around the world!

Academic Req: Associate degree required. Bachelor’s degree preferred.

Certifications: N/A

Work experience: Five (5) years of progressive administrative experience in a company with more than 25 employees. Excellent editing and typing skills (70 WPM). Knowledge of non-profit administration and office management required. At least one (1) year of experience assisting C-level staff is very highly preferred.

Position Summary:

The Executive Assistant provides high-level administrative and operational support to executive leadership, including the President. This role manages executive schedules, documents, meetings, contracts, and office operations while serving as a primary point of contact for internal and external stakeholders. The position requires strong organization, discretion, attention to detail, and the ability to operate effectively in a fast-paced, mission-driven environment that includes emergency management and deployment support.

Critical Action Items & Measurable Deliverables:

1. Provide comprehensive administrative support to executive leadership, including preparation of minutes, reports, manuals, rosters, grant materials, and executive correspondence.

2. Manage executive calendars, meetings, conference logistics, travel arrangements, and ensure meeting minutes and notes are delivered within 24 hours.

3. Maintain ownership of administrative records (e.g., employee directories, contracts, deliverables) and ensure current policies and SOPs are accessible across designated platforms.

4. Provide timely administrative support for invoicing, requisitions, reclassifications, and expense reports within 24 hours of receipt.

5. Serve as the primary point of contact for headquarters, greet visitors, manage calls and inquiries, and ensure same-business-day responses.

6. Conduct executive-level research, prepare summaries and reports, and collect photos, data, and metrics for leadership and Board materials.

7. Support onboarding and access management, including workstations, uniforms, badging, system access, and staff resource portals.

8. Monitor facility access, badging, and visitor logs, and support emergency management and deployment operations as required.

Requirements:

1. Associate degree required, Bachelor’s degree preferred. Minimum five (5) years of progressive administrative experience, including at least one (1) year supporting C-level or senior executive staff.

2. Strong proficiency in Microsoft Office 365 with intermediate to advanced computer literacy. Excellent editing, proofreading, and written communication skills.

3. Ability to communicate clearly and professionally in writing and verbally. Bilingual English/Spanish preferred.

4. Demonstrated ability to maintain confidentiality, emotional control, discretion, and professional composure at all times.

5. Proven ability to organize, prioritize, and manage multiple responsibilities in a fast-paced environment.

6. Compliance with HIPAA, organizational confidentiality standards, and completion of required ICS courses within three (3) months of hire.

7. Maintain a valid U.S. Driver’s License and successfully pass background, drug, and criminal checks throughout employment.

8. Ability to perform physical activities including walking, bending, and lifting up to 50 lbs. with or without accommodation. Availability for on-call duty and flexible hours, including nights, weekends, and holidays.

9. Everyone is an emergency manager. You may be asked to support roles and responsibilities outside your typical job description.

If you like to work with people that believe they can make a difference in the world, this is the company for you!

EEO Statement

In accordance with Title VII  of the Civil Rights Act of 1964 and other applicable federal and state laws (e.g., the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA), it is our policy to provide equal employment opportunity and treat all employees equally regardless of race, religion, national origin, color, sex, or any other classification made unlawful or prohibited by federal, state and/or local laws, such as age, citizenship status, veteran or military status, or disability. This policy applies to all terms and conditions of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.