Executive Assistant

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

• 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

• 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

• 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

• 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

• Ability to effectively work and communicate with a team
• Ability to resolve interpersonal conflict while preserving a team-oriented outlook
• Ability to communicate easily with team members
• Commitment to Hope for Haiti’s Organizational Norms

• A shared belief that there is always a pathway to improvement despite the challenges that lie ahead.
• Positive outlook and ability to work through difficult situations knowing that it’s possible to achieve desired outcomes.
• Commitment to Hope for Haiti’s Code of Conduct and Safeguarding Policies

Generous benefits package including medical, dental, vision, 401K match, life insurance, paid time off, etc. Compensation is based on Hope for Haiti’s…