Executive Associate

We're looking for a highly organized, proactive Executive Associate who thrives in a fast moving, mission-driven environment. This is an opportunity to play a central role in keeping a

high-performing team operating at its best.

Every day is different. You'll manage competing priorities, coordinate with executives, board members, donors, global colleagues, and community leaders, and help execute initiatives that advance the organization's mission across Northern California and Seattle. This role is ideal for someone who enjoys solving problems before they arise, loves bringing order to complexity, and wants to be part of an energetic, collaborative team where initiative is valued and exceptional performance creates opportunities for growth and increased responsibility.

• Serve as the Executive Director's strategic administrative partner, anticipating needs and ensuring priorities move forward efficiently.
• Own a complex Outlook calendar, balancing meetings, travel, events, deadlines, and shifting priorities with exceptional attention to detail.
• Coordinate executive communications, correspondence, meeting logistics, presentations, and follow-up action items.
• Plan and execute board meetings, advisory council meetings, donor events, executive briefings, and both virtual and in-person gatherings.
• Lead the technical execution of Zoom meetings and virtual events, ensuring a seamless experience for participants.
• Prepare presentations, reports, agendas, briefing materials, and executive-level communications.
• Record accurate meeting minutes and maintain organized digital and physical records for board and governance materials.
• Maintain Salesforce and organizational databases to ensure accurate, up-to-date information.
• Coordinate travel, reimbursements, office operations, supplies, and other executive support activities.
• Responsible for general administrative functions including distributing mail, ordering supplies, maintaining data/forms, making travel arrangements, completing mileage/reimbursement forms, updating accounts and managing the Executive Director’s online files.
• Build professional relationships with board members, donors, sponsors, dignitaries, and community leaders while representing the organization with discretion and professionalism.
• Work with the team to prepare for visiting dignitaries or special out-of-town guests to coordinate meetings and exhibition tours.
• Partner across teams - including colleagues in New York headquarters - to improve processes, implement technology best practices, and keep projects moving.
• Support recruiting efforts by coordinating interviews and tracking candidates.
• Help organize special visits, exhibitions, executive meetings, and mission-critical events.
• Take ownership of special projects and new initiatives as the organization continues to grow.
• Attending and assisting with events as assigned by the Executive Director.
• Other responsibilities as assigned by the Executive Director.

• Bachelor’s Degree preferred but not required.
• 3-4 years of experience supporting senior executives in a fast-paced environment; nonprofit experience is a plus.
• Outstanding organizational and time-management skills, with the ability to manage multiple priorities simultaneously.
• Strong judgment, professionalism, discretion, and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office software. Outlook, Word and basic Excel experience required. Helpful software would include:
  Salesforce, Zoom, ACME, PowerPoint, Adobe Acrobat Pro, Publisher, and Adobe InDesign.
• Advanced experience with Microsoft Outlook and Microsoft Office; experience with Salesforce and Zoom strongly preferred.
• A proactive mindset - you anticipate needs, solve problems, and don't wait to be asked.
• Comfort working with executives, board members, donors, community leaders, and other high-profile stakeholders.
• A collaborative spirit and enthusiasm for contributing wherever needed.

• Highly organized and a self-starter, with strong attention to detail and an entrepreneurial spirit
• Seeks to consistently produce results that achieve goals and objectives
• Conscientious and efficient in meeting commitments and observing deadlines
• Able to work independently with minimum supervision
• Good judgment, tact and discretion
• Ability to translate ideas into action
• Good ambassador for Asia Society Northern California, with current knowledge about the organization…