Executive Assistant

We are seeking a detail-oriented, proactive, and mission-aligned Executive Assistant to directly support the CEO.

This role exists to protect the CEO's capacity for strategic work, including fundraising, partnerships, program expansion, and organizational growth. The Executive Assistant handles the administrative and operational infrastructure that keeps leadership moving efficiently while also serving as a key contributor to grant development and management in partnership with the organization's grant lead.

This is NOT an entry-level administrative position. We are seeking an experienced Executive Assistant who can confidently support executive leadership, manage competing priorities, exercise sound judgment, and operate independently in a fast-paced environment. While every organization has its own processes and systems, candidates should already possess strong Executive Assistant fundamentals and experience supporting senior leaders.

SCHEDULE

* Part-time position
* Monday through Friday
* 12:00 PM to 4:00 PM EST
* Opportunity for additional hours and expanded responsibilities as the organization grows

LEADING PEOPLE

You do not manage a team, but you represent the CEO's office in every interaction.

Your professionalism, responsiveness, discretion, and follow-through reflect directly on the organization's leadership. You will be trusted with sensitive information, key relationships, organizational priorities, and executive communications. This role requires maturity, professionalism, and a high level of integrity.

DELIVERING RESULTS

* CEO calendar is managed proactively with meetings scheduled, conflicts resolved, and preparation materials organized in advance.
* Follow-up items from CEO meetings are tracked, assigned, and completed without requiring the CEO to reinitiate action.
* CEO inbox is actively managed with communications sorted, prioritized, and monitored to ensure timely responses.
* Active partnerships, grants, and community relationships are maintained in a living tracking system with current status updates and next steps documented.
* Organizational priorities are coordinated across teams with the CEO informed and never surprised.
* Grant opportunities are researched and presented to leadership on a regular basis.
* Grant applications, proposals, Letters of Intent (LOIs), one-pagers, and supporting documentation are prepared, submitted, and maintained accurately and on time.
* Grant reporting requirements, compliance deadlines, and supporting records are maintained in an organized, audit-ready system.
* Leverages AI and automation tools appropriately to streamline administrative processes, improve efficiency, and reduce manual workload while maintaining accuracy and quality.
* Administrative burden on leadership is measurably reduced through strong ownership and execution.

COMMUNICATION

* Serve as the first point of contact for the CEO's office, including scheduling requests, email communications, and external inquiries.
* Own the day-to-day management of the CEO's inbox, including prioritization, organization, drafting responses, and ensuring no communication falls through the cracks.
* Partner closely with the organization's grant lead to support grant writing coordination, deadlines, submissions, and documentation.
* Ensure internal teams receive clear communication regarding CEO priorities, decisions, and expectations.
* Handle sensitive communications with confidentiality and sound judgment.
* Document action items, commitments, and decisions from CEO meetings and ensure appropriate follow-up.

STRATEGIC THINKING

* Understand the CEO's priorities well enough to make informed decisions regarding scheduling, access, and time management.
* Anticipate needs before meetings, events, deadlines, and major initiatives.
* Monitor funding opportunities and trends relevant to the organization's mission and programs.
* Identify administrative inefficiencies and recommend practical solutions that improve organizational effectiveness.

ACCOUNTABILITY

* Provide weekly executive briefings that include calendar updates, open action items, grant deadlines, and partnership status reports.
* Ensure no grant deadline or compliance requirement is missed without advance notice and a documented plan.
* Maintain accurate and current records within all tracking and CRM systems.
* Ensure executive communications and follow-up expectations are consistently met.
* Protect CEO capacity by owning responsibilities that should not require executive involvement.

REQUIRED QUALIFICATIONS

* Minimum of 3 years of experience as an Executive Assistant, Executive Coordinator, Project Coordinator, Administrative Operations Professional, or similar role.
* Demonstrated experience directly supporting senior executives, founders, CEOs, or C-suite leadership.
* Strong executive calendar management and inbox management experience.
* Proven ability to manage multiple priorities, deadlines, projects, and stakeholders simultaneously.
* Experience working in a fast-paced, mission-driven, nonprofit, startup, or growth-oriented environment.
* Strong organizational and project management skills.
* Excellent written and verbal communication skills.
* Experience using project management, collaboration, and CRM systems.
* Comfortable working with AI tools such as ChatGPT, Claude, or similar platforms to support research, communication, organization, documentation, and administrative efficiency.
* High degree of discretion, trustworthiness, professionalism, and sound judgment.
* Strong alignment with the organization's mission of supporting underrepresented talent in technology.

PREFERRED QUALIFICATIONS

* Experience with grant research, grant writing, or nonprofit grant management.
* Familiarity with federal, state, corporate, and foundation funding opportunities.
* Experience coordinating cross-functional projects and organizational initiatives.
* Experience supporting a founder, CEO, or executive leadership team.
* Familiarity with HubSpot, Notion, Asana, Jira, Google Workspace, or similar platforms.

IMMEDIATE HIRE OPPORTUNITY

This is an immediate-hire opportunity for a candidate who can step into the role with confidence and professionalism. We are seeking someone who already understands the fundamentals of executive support and can quickly contribute to the success of the CEO and organization.

HOW TO APPLY

To be considered for this position, applicants must submit all of the following:

1. A current resume that includes complete employment history with start and end dates for each position.

2. A professional portfolio showcasing relevant work, accomplishments, projects, or case studies that demonstrate Executive Assistant, operations, project coordination, executive support, or organizational management experience.

3. A detailed introduction video that includes:

* Your Executive Assistant experience
* The executives or leaders you have supported
* Examples of complex responsibilities you have managed
* Why are you interested in this opportunity
* Why do you believe you are a strong fit for this role

4. Must use at least 10 apply points to be considered.

Applications that do not include all three required components will not be reviewed. Attention to detail is critical in this role, and complete application submissions are part of the evaluation process.