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.

Position Overview:

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…