Executive Assistant

Position Overview PIPCLT is seeking an experienced Executive Assistant to serve as a trusted partner to the Executive Director. This position is critical to the effectiveness and success of executive leadership. The Executive Assistant functions as an extension of the Executive Director by managing executive operations, coordinating priorities, supporting board governance activities, maintaining stakeholder relationships, and creating the structure that enables leadership to operate efficiently. The ideal candidate is exceptionally organized, proactive, and capable of anticipating needs before they arise. They understand that executive support extends beyond administrative work and includes strategic coordination, executive presence, problem-solving, and operational ownership. This role requires someone who can operate independently, maintain confidentiality, manage competing priorities, and thrive in a dynamic, mission-driven environment. This is a hybrid position with remote flexibility and periodic in-person meetings, board sessions, and organizational events. Key ResponsibilitiesExecutive Leadership SupportExecutive Calendar & Priority Management Own and manage the Executive Director's calendar, scheduling, and meeting cadence across internal and external stakeholders Evaluate competing priorities and proactively optimize scheduling to align with organizational goals Coordinate meetings, confirmations, rescheduling, preparation materials, and follow-up actions Anticipate conflicts and proactively resolve scheduling challenges Travel, Logistics & Executive Itinerary Management Coordinate all travel arrangements including flights, hotels, transportation, registrations, and accommodations Develop and manage detailed executive travel itineraries including agendas, meeting schedules, contacts, directions, and supporting materials Monitor changes and resolve travel issues proactively Ensure Executive Director readiness before all external engagements and events Executive Operations & Communication Monitor, track, and prioritize executive action items, deadlines, and commitments Draft, edit, and prepare executive correspondence, presentations, reports, and communication materials Track follow-ups and maintain visibility into critical priorities Serve as gatekeeper and liaison for executive communication as appropriate Board & Governance Support Coordinate board meeting logistics and governance activities Prepare agendas, meeting packets, reports, board presentations, and supporting materials Maintain communication with board members and stakeholders Attend meetings as needed and capture meeting minutes, decisions, motions, and action items Track board deliverables and governance deadlines Support committee coordination and documentation activities Operations & Cross-Functional Coordination Maintain visibility across projects, deadlines, milestones, and deliverables Coordinate activities across leadership, staff, board members, consultants, and community partners Serve as liaison between Executive Director and key stakeholders Support project management activities and organizational initiatives Identify workflow inefficiencies and recommend process improvements Create systems and processes that improve executive and organizational effectiveness Administrative & Organizational Support Maintain confidential executive files, records, and documentation Manage document organization and shared systems including SharePoint and cloud platforms Process expense reports, invoices, reimbursements, and administrative workflows Support meeting preparation, presentation development, and reporting activities Maintain organized records and ensure information accessibility What Success Looks Like (First 90 Days) Within the first 90 days, the Executive Assistant will: ✓ Establish a strong operating rhythm with the Executive Director ✓ Successfully support and coordinate a full board cycle ✓ Create visibility into executive priorities and follow-up systems ✓ Build trusted relationships with leadership and stakeholders ✓ Improve at least one process that increases organizational efficiency ✓ Create streamlined systems supporting executive effectiveness QualificationsRequired 3+ years supporting executives, senior leaders, founders, or directors Experience managing complex calendars and executive priorities Experience coordinating executive travel and itineraries Strong project coordination and organizational skills Ability to manage confidential information with discretion Advanced proficiency in

Microsoft Office Suite:

Outlook Word Excel PowerPoint Preferred Board support and governance experience Experience within nonprofit, community development, public sector, or mission-driven organizations Experience with: Zoom Microsoft Teams WebEx SharePoint Shared document management systems Ideal Candidate Profile This role is best suited for someone who: Anticipates needs without waiting for direction Brings structure to fast-moving environments Operates with strong judgment and executive presence Is highly organized and detail-oriented Maintains confidentiality and professionalism Thinks proactively and solves problems independently Is committed to community impact and mission-driven work

Pay:

$25.00 - $30.00 per hour

Benefits:

401(k) Dental insurance Flexible schedule Health insurance

Work Location:

In person