Executive Assistant

Job Description

Job Description

We’re hiring an executive assistant for the non-profit space to provide administrative support to the team lead and help us achieve our organizational goals.

This position is on-site.

This job is for a nonprofit organization that works to address the unmet mental health needs of intersectional Youth and Young Adults of Color (including 2SLGBTQIA+ youth and those with disabilities). They employ a multifaceted approach to operate at three levels – raising awareness among individuals, empowering people with accessible tools for ongoing mental health management, and transforming systems to promote youth well-being and deliver better care.

Your role is key to ensuring plans are made, schedules are set, meetings happen on time, and files are neatly organized and up-to-date. Ideal candidates are proactive, love diving into projects, working with others, and are interested in playing a big role in the vision of our organization.

Hours:

40 hours each week.

Monday through Friday, overlapping most hours with 9 am to 5 pm EST

Benefits:

• Hybrid work schedule.
• Three weeks per year of PTO (accrued per pay period, starting on day 91 of employment).
• 13 paid Federal holidays.
• One mental health day per month (starting on day 91 of employment).
• Partially-sponsored medical, dental, vision, and term life insurance.
• Opportunities for professional development and growth.
• Dynamic and supportive work environment.

If this sounds like you, apply below!

Compensation:

$75,000 - $85,000 yearly

Responsibilities:

Scheduling & Calendar Management:

• Efficiently manage and prioritize the executive’s calendar, including scheduling meetings, appointments, and travel arrangements, considering priorities and ensuring sufficient time between engagements.
• Anticipate scheduling conflicts and adjust accordingly to ensure smooth operations.
• Quickly identify and resolve any calendar conflicts or overlaps by adjusting meeting times or suggesting alternatives in advance.
• Proactively prioritize appointments and meetings based on the executive’s goals, business needs, and personal preferences, ensuring that the most urgent matters are handled first.
• Set up and maintain automatic reminders and alerts for important meetings, deadlines, and personal events, ensuring nothing is overlooked.
• Handle incoming requests for appointments, events, and media engagements in partnership with relevant teams.
• Follow up on any outstanding calendar items, confirming appointments, rescheduling as needed, and ensuring that all parties have the necessary materials (briefing sheets, Zoom links, etc.) in advance.
• Coordinate ancillary activities and logistics for meetings and events, including makeup, hair, and wardrobe arrangements.
• Coordinate meetings across different time zones, taking care to ensure that all parties involved have the correct information and that the executive’s time is respected.

Travel Coordination:

• Arrange travel logistics, including flights, accommodations, and transportation, while ensuring all details are coordinated seamlessly.
• Adapt quickly to any delays or changes in the travel schedule, ensuring that all logistics are adjusted smoothly and promptly.
• Prepare travel itineraries and provide necessary documentation.
• Willing to travel with the Founder/CEO to assist.

Office Management:

• Liaison with building management to resolve issues, request invoices, book conference rooms, etc.
• Answer the main phone line, take messages, and distribute mail.
• Keep various office supplies and pantry items stocked.

General Support:

• Assist with the planning and execution of special projects, helping to track milestones, deadlines, and deliverables.
• Organize and prepare agendas for meetings, ensuring that all necessary materials are available in advance.
• Screen and respond to phone calls, emails, and other inquiries on behalf of the executive, ensuring timely responses and effective communication.
• Act as the point of contact between the executives and internal/external clients.
• Draft and proofread correspondence and presentations as needed.
• Support the team with various administrative tasks, including coordinating quality assurance reviews of social media, website, and newsletter content.
• Assist the team with project management software as needed to track and monitor ongoing initiatives.
• Prepare reports, presentations, and spreadsheets as required by the executive.
• Update internal spreadsheets, reports, and databases as needed.
• Create and organize general meeting minutes.
• Make sure basic bookkeeping duties are completed promptly.
• Other assistant duties as assigned by executives, such as picking up orders, and other personal assistant tasks.
• Work with an executive to prepare for meetings and record minutes.
• Organize incoming information such as phone calls, voicemail messages, emails, and memos, and report details to an executive.
• Perform office management duties such as organizing filing systems and ordering office equipment and supplies.
• Serve as the main contact for high-level executives.

Qualifications:

• Ability to emotionally self-regulate, even during times of pressure and stress, to be present for the team and Founder/CEO.
• Must have a car and a valid driver’s license.
• Bachelor's degree or equivalent experience preferred.
• We confidently anticipate that persons with the best fit for this role
• Familiar with Microsoft Office & Monday.com
• Excellent communication skills, time management skills, interpersonal skills, and organizational skills.
• 2 or more years as an assistant, executive assistant, or in a position performing supportive duties.
• Accustomed to working on strict deadlines and handling confidential information.

About Company

My Virtual Resources LLC, The Scaling Experts.

We are a Business Support Agency that provides strategic business consulting, digital marketing solutions, and reliable staffing support to organizations nationwide.

Our mission is to empower leaders of seven eight-figure organizations to cultivate thriving, enjoyable, and highly productive work cultures. Through collaborative culture consulting, impactful digital marketing, and dependable staffing.

We demonstrate that fun, flexibility, and exceptional results go hand in hand, fostering environments where teams are happy, engaged, and inspired to achieve their full potential.

Learn more at www.myvirtualresources.com.