Executive Assistant

Hope For Haiti Executive Assistant

Mission Statement:
To improve the quality of life for the Haitian people, particularly women and children.

Vision:
Our vision for Haiti:
Joyful children, healthy families, thriving communities, and the resources to make it so.

Hope for Haiti is an innovative and creative international development organization that has been working in Haiti for over 35 years. The organization partners with private donors to create community-based sustainable change through a grassroots and strategic holistic approach. Hope for Haiti is an action-oriented and fast-paced organization that believes in partnership solutions to poverty alleviation. Hope for Haiti's vision for the future is one of the strategic growth in creating healthy, sustainable communities.

Hope for Haiti has a distinguished and well-established Board of Directors that provides the organization with strong governance, oversight, and strategic direction. Building upon the organization's proven track record of success, Hope for Haiti stays true to its mission and founding principles while offering a dynamic and supportive work environment.

This is a remote position requiring candidates to be based in the Scottsdale, Arizona area for occasional in-person meetings and events. Please note that relocation support is not available, so only local candidates will be considered.

Essential Duties and Tasks:

• Executive Calendar Management
  • Coordinate and manage calendars for C-Suite executives, with a strong emphasis on donor meetings and external stakeholder engagements
  • Prioritize scheduling needs and resolve conflicts proactively
  • Prepare executives for meetings with relevant materials and briefings
• Board Meeting Coordination
  • Schedule and coordinate board and committee meetings, including managing invitations, RSVPs, and materials distribution
  • Arrange meeting logistics such as room setup, virtual access, and technology needs
  • Coordinate catering for board meetings and ensure a professional, seamless experience
  • Assist with preparation and distribution of board materials and follow-up items
• Event Logistics, Coordination, and Donor Relations (Arizona Focus)
  • Plan, coordinate, and execute logistics for events and meetings in Arizona
  • Build relationship with donors and event attendees
  • Liaise with venues, vendors, and internal stakeholders to ensure seamless event delivery
  • Manage travel arrangements, accommodations, and on-site coordination as needed
  • Lead procurement for silent auction
• Expense Reporting
  • Prepare and submit accurate, timely expense reports for the CEO
  • Ensure compliance with organizational policies and maintain proper documentation
  • Track and reconcile expenses, flagging discrepancies as needed
• Administrative Support
  • Assist with meeting preparation, including agendas, materials, and follow-ups
  • Handle sensitive information with a high level of confidentiality
  • Support special projects and ad hoc administrative tasks as assigned
  • May require occasional travel to Florida and Connecticut and flexibility to support events outside of standard business hours

Education/

Experience:

• Proven experience as an Executive Assistant or in a similar administrative role supporting senior leadership
• Strong organizational and time management skills with exceptional attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills
• High level of discretion and professionalism
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word) and expense management systems
• Experience coordinating events and managing travel logistics preferred

Personal Characteristics That Align With Core Values:

Resiliency

• Ability to respond appropriately and sensitively to cultural differences as they arise among the organization's service population
• Ability to learn quickly, take the initiative, and report on results
• Flexible, adaptable, patient, and accepting of the fact that Hope for Haiti and its activities are constantly evolving in line with its resources and goals
• Ability to adapt to and make level-headed decisions in stressful situations
• High energy and strong physical condition, including but not limited to the ability to hike distances over 5 kilometers and lift at least 30 lbs. over the shoulders

Empowerment

• Ability to conduct and participate in staff meetings and strategic planning professionals and to represent Hope for Haiti's mission to team members and colleagues
• Have a sense of initiative, responsibility, and creativity
• Strong proficiency in problem-solving

Accountability

• Attention to detail and punctuality in executing the responsibilities assigned to you
• Excellent organizational skills and ability to prioritize assigned tasks.
• Personal commitment to the mission and vision of Hope for Haiti and a desire to help the most vulnerable population
• Maintains the highest level of confidentiality with sensitive information

Collaboration

• Ability to effectively work and communicate with a team
• Ability to resolve interpersonal conflict while preserving a…