Do you have previous experience providing executive or senior-level administrative support?

Are you proactive, highly organized, and comfortable managing schedules, Board-related priorities, and confidential information?

We are currently in search of an Executive Assistant for a Reproductive Health Nonprofit. The position is fully remote during the temporary period, with occasional travel to NYC or Boston once converted to a permanent employee. This is a full-time, temporary-to-permanent position.

ORGANIZATION TYPE: Reproductive Health Nonprofit

LOCATION: Remote (Open to candidates from all US time zones if they can follow an Eastern Time schedule of 10AM - 6PM)

POSITION TITLE: Executive Assistant

SCHEDULE: 40 hours/week

DURATION: Temporary-to-permanent

TEMPORARY HOURLY RATE: $29.00 - $30.00 (expected permanent salary: $85,000 - $90,000)

Is This Your Dream Job? The Executive Assistant will report to the Director of the Executive Office and will be responsible for providing operational, administrative, and project support directly to the President. This role will manage the President’s calendar and travel, prepare briefing materials ahead of meetings and events, draft and fact check correspondence, triage incoming requests, and process timesheets and expense reimbursements. The Executive Assistant will also run the mechanics of board and committee meetings, including scheduling, packet assembly and distribution, minutes, and logistics, while handling confidential matters with discretion. 

Our Ideal Candidate:

• At least 5 years of executive-level administrative support to a senior leader
• Strong calendar management, meeting coordination, and travel logistics experience required
• Proficiency with Microsoft 365, especially Outlook and Teams, and Google Suite required
• Experience supporting Board Meetings preferred
• High level of discretion, confidentiality, and judgment
• Strong organization, communication, and follow-through
• Ability to work independently and support a senior executive in a remote environment required
• Willingness and ability to travel to NYC or Boston occasionally if needed
• Experience working in a 501(c)(3) and 501(c)(4) structure is preferred

How You Will Spend Your Day:

Executive Scheduling and Support

• Manage the President’s calendar, balancing internal and external meetings, travel, and time for preparation and focused work.
• Assess scheduling requests and handle changes, including redirecting or declining meetings on the President’s behalf.
• Coordinate frequent domestic travel, including itineraries, transportation, accommodations, and on-the-ground logistics.
• Gather research, briefing documents, and attendee information to prepare the President for meetings and events.
• Handle expenses, reimbursements, time reporting, and requests requiring the President’s approval.
• Provide support at events and meetings, occasionally outside regular business hours.

Communications and Follow-Up

• Draft, review, and verify correspondence for donors, partners, and staff in the President’s voice.
• Review incoming emails and calls, address or route routine requests, and flag items requiring executive attention.
• Monitor commitments and next steps from meetings and correspondence to ensure timely follow-through.

Board and Committee Coordination

• Schedule board and committee meetings for the organization and its affiliated entity, working with executive office leadership and board chairs.
• Prepare and distribute meeting packets and supporting documents according to established deadlines.
• Record meeting minutes and maintain accurate governance records.
• Arrange virtual and in-person meeting logistics, including technology, space, catering, and materials.
• Keep board membership, terms, contact details, and committee assignments current.
• Coordinate board communications so members receive clear, timely, and organized information.

Confidential Information and Records

• Exercise discretion with sensitive executive, personnel, labor relations, donor, and board matters.
• Organize and maintain confidential documents, respecting requirements for keeping affiliated entities’ activities and records separate.

Executive Office Operations

• Partner with executive office leadership on special projects, presentations, and organizational planning.
• Maintain accessible, organized filing and documentation systems.
• Participate in shared administrative training, onboarding, and professional development.
• Support a collaborative workplace that values racial equity and inclusion.
• Carry out additional duties consistent with the role.

We’d love to hear from you.

If this sounds like the job for you, we would love to help make that happen. Please apply using the link below.

For more information about Careers In Nonprofits and our other available opportunities and workshops, please visit our website at www.careersinnonprofits.com.

Careers In Nonprofits is an equal opportunity employer. Empowered by the #ILoveMyJob mission, we celebrate diversity and are committed to creating an inclusive work environment within the nonprofit sector.

Due to the high volume of applications we receive, we regretfully can only respond to those candidates who best meet the requirements of a specific position or whose backgrounds are generally applicable to our client base. Please rest assured that we retain all candidate information for possible future matches, even if you do not hear from us in regard to your application in response to this ad.