Executive Assistant/Special Projects Manager | AAPIP (Asian Americans/Pacific Islanders in Philanthropy)
Asian Americans/Pacific Islanders in Philanthropy (AAPIP) was founded in 1990 as a direct response to the lack of strategic investments in Asian American and Pacific Islander (AAPI) communities. Its mission is to expand and mobilize resources for AAPI communities to build a more just and equitable society. As a national organization with eleven chapters around the country, our dynamic membership includes more than 1,000 members representing 80 foundations and corporate grantmaking institutions as well as individuals from philanthropic support organizations, giving circles and many AAPI-serving nonprofit organizations throughout the United States. AAPIP is now a totally remote work environment with staff located across the country.
AAPIP is seeking an Executive Assistant to support the CEO. Working with the CEO and the AAPIP team through a critical and exciting growth period for the organization, the ideal candidate understands the big picture while timely executing on all the small details, exercising diplomacy and care with partners. With a deep belief in the mission of the organization, the Executive Assistant is able to juggle multiple tasks while also helping to move special projects as they arise.
Salary Range: $60,000-$70,000 per year, with a generous benefits package (medical, dental, vision)
- Support the CEO in calendar scheduling and prioritization on a daily, weekly, and monthly basis, ensuring time for work blocks as well as important meetings, paying specific attention to time zones of various participants, creating and removing calendar holds, allowing for prep blocks and travel as needed, and confirming appointments with details. Proactive and timely communication and follow up with all parties in the event of schedule changes, conflicts, or with non-responses.
- Work closely with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate CEO’s needs in advance of meetings, conferences, etc.
- Support the CEO in managing and following up with emails, prioritizing and ensuring timely correspondence and information flow in a fast-paced environment. Ensure that items needing timely action are follow up on and those that do not require CEO involvement can be delegated or expediently handled with diplomacy.
- Manage logistics for events including but not limited to webinar or zoom meeting setup and hosting details or in-person meeting requirements. Work with staff and external partners to ensure clarity of roles.
- Arrange and handle all logistics for Board meetings and events, including but not limited to: scheduling meetings and calendar invitations; developing, compiling, and distributing board books and other materials; and taking notes and drafting meeting minutes
- Working with the CEO and COO, proactively anticipate needs and effectively manage priorities of the Board and its committees
- Maintain files for board related business and update board listing on website as needed
- Respond in a timely manner to board inquiries or requests
Operations & Administration:
- Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists
- Manage travel details, from booking and creating itineraries to trip recaps and expense reports.
- Assist in the management of new projects that arise, coordinating staff input and roles for timely action
- Manage organization accounts including Google Workspace, Dropbox, and Zoom, adding/removing users and trouble-shooting as needed.
- Researching useful new online tools and applications for organization-wide use
- Support COO on administrative tasks for overall efficient operations
- Maintain clear and accurate operational documents/procedures for reference purposes.
- Work closely with staff to promote team culture, cohesion and spirit (remote and in-person)
- Support team members, filling in where and when needed, particularly during high intensity periods. Other projects/duties as assigned for the overall benefit of the organization
- Exercise excellent judgment as a steward to the AAPIP community and partners. Navigate relationships through collaboration, kindness, service and candor.
- Work with the CEO on meeting prep and follow up, ensuring time blocked for prep as well as to ensure timely follow up and follow through as needed
- Proactively inform CEO of major partner activities before meetings for ongoing relationship building
- Minimum 3-5 years of relevant experience
- Excellent communications skills, verbal and written
- Highly organized with an ability to multi-task with attention to detail
- Excellent project management skills and fluency with project and contact management software
- Meticulous attention to detail, with ability to prioritize, flexibly switch gears, and multi-task in fast paced environment
AAPIP does not discriminate in employment opportunities or practices on the basis of race, color, caste, religion, gender, gender identity/expression, height, weight, national origin, age, physical or mental disability, medical condition, marital status, sexual orientation, veteran status or any other characteristic protected by applicable federal, state, or local law, ordinance or regulation.
Send cover letter, resume, and list of three references to firstname.lastname@example.org. Use the subject line: Executive Assistant/Special Projects Manager. Submit via one combined PDF or Microsoft Word file. Candidates will be notified in advance of any outreach to references.