Executive Assistant

The Executive Assistant serves as a critical support partner to the Executive Director, ensuring the smooth and professional operation of the organization’s highest level of leadership. This role requires exceptional organizational skills, unwavering professionalism, and a high degree of discretion in managing sensitive information and coordinating executive-level activities.

Key Responsibilities

  • Administrative and Calendar Management

    • Manage and maintain the complex calendar and schedule of the Executive Director, coordinating appointments, travel logistics, and internal/external meetings.

    • Prepare meeting agendas, compile necessary documents, and draft comprehensive meeting minutes for all executive, national, and critical strategic meetings.

  • Communication and Liaison

    • Serve as a professional communication gateway for the Executive Director, handling incoming inquiries and drafting correspondence with internal team members, external partners, and high-level stakeholders.

    • Ensure timely and effective follow-up on action items and decisions arising from executive meetings.

  • Project and Document Support

    • Assist in the preparation of key organizational documents, reports, and presentations for the Executive Director.

    • Handle confidential and sensitive organizational information with the utmost discretion and professionalism.

Qualifications

  • Cannot be in an active current MIST role; if currently in an organizing position, they would have to resign from their current position. Can still be a regular volunteer for any region, but may not hold any title/position

  • Proven experience as an Executive Assistant, Senior Administrator, or in a similar high-level support role.

  • Requires exceptional organizational skills, attention to detail, and time management abilities.

  • Demonstrated professionalism, tact, and discretion when handling confidential information and interacting with diverse stakeholders.

  • Excellent written and verbal communication skills.

  • Proficiency in digital tools for scheduling, document preparation (e.g., Google Workspace or Microsoft Office), and communication.

  • Availability to commit 3-6 hours per week

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