Executive Assistant

Summary

Join Instruction Partners as an Executive Assistant and provide comprehensive support to the CEO and President. This full-time, remote position involves managing complex calendars, coordinating travel, and handling sensitive information. You will also play a key role in internal communications, board operations, and expense management. The ideal candidate possesses strong organizational skills, excellent communication abilities, and experience supporting C-level executives in a mission-driven organization. This role requires a high level of autonomy, discretion, and a commitment to equity and inclusion. The position offers a competitive salary and benefits package.

Requirements

• 3+ years of experience in executive-level administrative support, preferably in a fast-paced nonprofit, education, or mission-driven organization
• Proven ability to manage complex calendars, prioritize competing demands, and communicate with clarity and discretion
• Strong organizational skills and attention to detail, with experience tracking multiple workstreams using tools like Asana, Slack, Zoom, and Google Workspace
• Demonstrated ability to anticipate needs, ask thoughtful questions, and follow through independently
• Experience coordinating travel logistics, preparing briefing materials, and supporting both in-person and virtual events
• Excellent written and verbal communication skills, including light copyediting and professional correspondence
• Strong interpersonal skills with the ability to maintain confidentiality and exercise sound judgment in sensitive contexts
• Comfort with a high-autonomy role, supporting senior leaders and managing time-sensitive priorities
• Commitment to equity and to contributing positively to organizational culture, communication, and team-wide engagement

Responsibilities

• Manage complex calendars for the CEO and President, responding to all meeting requests promptly and professionally
• Proactively ask clarifying questions to understand scheduling needs (e.g., attendee roles, priority, duration, modality, internal participation), including coordinating and leading regular meetings with President and CEO to address any questions
• Track all requests and scheduling context in Asana; ensure calendar reflects meetings, travel, and personal commitments
• Ensure all events include accurate location or Zoom links; manage reschedules and cancellations in a timely manner
• Flag conflicts and serve as a thought partner to resolve them effectively
• Independently plan and book travel (flights, hotels, transport) for CEO and President; provide options for review when needed
• Maintain up-to-date travel details in the calendar (including logistics, confirmations, and prep time)
• Flag and resolve conflicts with scheduled travel; support rebooking as needed
• Conduct research and create briefing materials (e.g., one-pagers) for funders, partners, and board engagements
• Provide light copy editing support
• Track and remind CEO of key team celebrations (e.g., work anniversaries, birthdays, family milestones, planned appreciation moments)
• Collect, code, and submit expense receipts in Ramp; follow up with vendors as needed
• Remind CEO and President to review and approve reimbursement requests
• Manage logistics for meetings and events (virtual and in-person), including preparing agendas, tech setup, note-taking, and follow up as needed
• Prepare briefing documents and materials; support on-the-ground logistics as needed
• Partner with Chief of Staff and others to evolve and implement internal communication strategy
• Work with People & Culture team to ensure onboarding for new hires includes clear guidance on communication norms and tools
• Maintain and audit Slack channels; support effective use and model brand-aligned communication
• Support annual calendar planning and maintenance
• Support creation of internal materials (e.g., slides, videos, meeting deliverables, messages from the CEO/President)
• Coordinate logistics and materials for team-wide Zooms and retreats; ensure recordings and follow-ups are posted promptly
• Curate and send weekly team email: gather submissions, clarify content, create original content to foster culture and connection, ensure timely and accurate delivery
• Collaborate with Chief of Staff and leadership to maintain calendar of board and committee meetings
• Track and support completion of annual board tasks (e.g., conflict of interest forms, contact updates)
• Assist with preparation and execution of quarterly board meetings
• Participate in regular check-ins, feedback conversations, and the annual performance review process
• Complete required org-wide surveys and contribute to optional input opportunities as appropriate
• Engage in professional development identified with your manager
• Participate in organization-wide learning groups and community-building opportunities
• Attend the annual retreat and at least one additional in-person collaborative meeting

Preferred Qualifications

• Experience supporting C-level executives in a mission-driven or education-focused organization
• Familiarity with internal communications, including drafting team updates or coordinating organizational messaging
• Experience preparing materials for boards of directors, senior stakeholders, or funders
• Ability to manage light design or formatting tasks in tools like Google Slides, Canva, or PowerPoint
• Comfort managing logistics for multi-day retreats or large-scale meetings, including travel and on-site coordination
• Demonstrated initiative in improving systems or workflows for efficiency and clarity
• Experience working in a remote or hybrid team environment

Benefits

• Competitive benefits and private retirement investment options are available
• A generous vacation policy
• The salary for this role is $ 61,500.00