Non-profit Executive Assistant

4 days ago

Remote, Oregon, United States IAS-USA Full time $75,000 - $85,000 per year

Position Summary

IAS–USA is seeking a proactive, detail-oriented, and highly professional Non-profit Executive Assistant to provide high-level administrative and strategic support to its President and Executive Director (ED). The Executive Assistant serves as the primary liaison to internal and external stakeholders on behalf of the ED, ensures efficient management of daily operations, and contributes to special projects, board relations, and organizational initiatives.

This role requires exceptional organizational, communication, and judgment skills, along with the ability to work in a fast-paced, mission-driven environment with a high degree of discretion and professionalism.

Key Responsibilities

Executive and Administrative Support

  • Manage complex scheduling and calendar coordination for the ED, including internal and external meetings across all time zones.
  • Arrange domestic travel, prepare itineraries, and compile briefing documents for meetings and conferences.
  • Draft, edit, and prepare correspondence and reports, including confidential communications.
  • Track and submit expense reports and manage reimbursements in a timely and accurate manner.
  • Serve as a primary point of contact for inquiries directed to the ED, exercising discretion and sound judgment.
  • Anticipate the ED's needs and provide proactive support on tasks, follow-ups, and deadlines.

Governing Board of Directors and Scientific Leadership Board Support

  • Act as administrative liaison to the Governing Board of Directors, Scientific Leadership Board, and the Conference on Retroviruses and Opportunistic Infections' (CROI) Scientific Program Committee.
  • Facilitate board meeting logistics, including scheduling, document preparation, distribution of materials, and travel arrangements with relevant colleagues.

Communications and Relationship Management

  • Support outreach and relationship-building activities with key stakeholders, including faculty, board members, donors, and partner organizations.
  • Draft and edit written communications and assist with the preparation of presentations and reports.
  • Maintain accurate records of contacts and update organizational calendars and contact databases.

Qualifications

  • Possess a passion for mission-based organizations.
  • Outstanding organizational skills with the ability to manage multiple priorities and meet tight deadlines.
  • Strong written and verbal communication skills, including professional correspondence and document preparation.
  • High level of emotional intelligence, discretion, and professionalism.
  • Ability to work independently while contributing to a collaborative team environment.
  • Strong problem-solving and decision-making abilities; anticipates needs and takes initiative.
  • Proficiency with Microsoft 365 tools (Outlook, SharePoint, Planner, Word, Excel, PowerPoint) as well as meeting platforms including Zoom.

Education and Experience

  • Bachelor's degree required.
  • Minimum of 3 years of experience providing direct executive-level support, preferably in a nonprofit or academic environment.
  • Demonstrated experience supporting board relations and working with senior-level stakeholders.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat; familiarity with digital scheduling and collaboration tools.

Job Type: Full-time

Pay: $75, $85,000.00 per year

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance

Work Location: Remote

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