Overview

Position Overview:

Rotaplast International is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the Executive Director and Rotaplast program. This role requires a highly organized detail-oriented individual with exceptional communication skills, resounding work ethic, the ability to manage multiple priorities, and a passion for supporting a mission-driven organization dedicated to changing lives worldwide.

Major Responsibilities:

  • Provide high-level administrative support to the Executive Director, including calendar management and meeting coordination.
  • Prepare/edit correspondence, reports, presentations, and other documents as needed.
  • Manage and prioritize incoming communications, including emails and phone calls, ensuring timely responses.
  • Coordinate board meetings, board documents, and follow up with board committees.
  • Learn processes integral to Rotaplast and be able to provide support, answer questions, and point staff, volunteers, and external partners in the direction of solutions.
  • Oversee special projects and assist with event planning, fundraising efforts, and mission-related initiatives.
  • Maintain confidential files, records, and databases with accuracy and discretion.
  • Assist with grant applications, compliance documentation, and donor correspondence as needed.
  • Support mission operations through supporting volunteer communications.
  • Support organizational efficiency by improving administrative processes and systems.

Character:

    • Mission-Driven: You are deeply committed to Rotaplast International’s mission and values.
    • Proactive & Resourceful: You anticipate needs, solve problems, and take initiative without constant direction.
    • Detail-Oriented: You have a sharp eye for detail and ensure that nothing slips through the cracks.
    • Discreet & Trustworthy: You handle sensitive information with the highest level of confidentiality and professionalism.
    • Collaborative: You thrive in a team environment and excel at building strong relationships with colleagues and stakeholders.

Experience:

    • Minimum of 5 years of experience in an executive support role, preferably in a nonprofit, healthcare, or international organization.
    • Proven experience managing executive calendars, coordinating meetings, and handling correspondence.
    • Experience working with senior leadership, board members, and external partners.
    • Background in event planning, fundraising, or donor relations is a plus.

Skills:

    • Exceptional verbal and written communication skills.
    • Strong organizational and time-management abilities, with the capacity to prioritize tasks effectively.
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual meeting platforms (Zoom, Teams), CRM Databases (Salesforce), and online design tools (Canva).
    • Ability to adapt to changing priorities in a fast-paced environment.
    • Ability and interest in learning new skills, such as utilizing AI.
    • Strong problem-solving skills and a proactive approach to challenges.
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