Executive Assistant & Operations Coordinator

Rebuild Local News (RLN) is searching for a new Executive Assistant and Operations Coordinator to provide executive-level support to the organisation’s President, support internal operations, and serve as the virtual “office” manager for an expanding team at a growing nonprofit.

Responsibilities

Executive Support (50%)

• Provide executive assistant support for the President and other members of the Executive team as needed.
• Handle a high volume of requests for meetings, appointments, and scheduling.
• Manage complex calendars while coordinating travel arrangements and arranging out-of-town meetings for various purposes.
• Coordinate event invitations and RSVPs.
• Compile and process expense reports, reimbursements, and timesheets.
• Manage logistics, research, and preparation for meetings/events and speaking engagements.

Organisational Operations Support (35%)

• Provide support for internal operations with regard to discrete tasks related to finance management, human resources, and project management.
• Virtual “Office” management, including ordering and managing staff supply requests and liaising with the IT team to coordinate technology projects and ongoing support.
• Respond to and direct general inquiries received by email and phone.
• Support with scheduling and logistics of staff-wide meetings, retreats, and other stakeholder meetings with travel, accommodations, venue selection, etc.
• Support employee hiring and assist with onboarding preparations (administrative and technological).
• Assist with administrative functions relating to management of the Board of Directors and Committees, including:
• Scheduling and coordinating Board meetings and Committee Meetings
• Onboarding of new Board members
• Maintaining Board lists and contact sheets
• Executing the annual Conflict of Interest compliance process
• Support leadership team with all aspects of internal employee engagement and culture-building efforts.
• Provide support to and collaborate with other staff on various projects/tasks as needed and requested.

Staff Administrative Support (15%)

• Provide organisational support for staff, including calendar management and internal meeting scheduling.
• Coordinate staff travel arrangements and logistics.
• Maintain staff roster and contact information.

Required qualifications

These are the key lived experiences, attributes, and skillsets sought in the Executive Assistant & Operations Coordinator:

• Strong attention to detail
• Excellent organisational and time management skills
• Ability to pivot quickly, manage multiple assignments from different colleagues at once and prioritize work appropriately
• Excellent interpersonal communication skills, with the ability to communicate clearly, concisely, and professionally verbally and in writing
• Flexible and adaptable with a positive attitude
• Ability to handle sensitive matters with discretion
• Ability to work effectively and efficiently virtually with minimal supervision
• A commitment to a diverse, inclusive, and equitable work environment
• Located in the Eastern Time zone or willingness to keep ET working hours preferred
• Passion for the mission, journalism, and the local news sector
• Minimum of three years of relevant work experience, supporting executive personnel, performing administrative tasks and/or office management (Nonprofit experience is a plus but not required)
• Strong computer proficiency, including Google Workspace and Microsoft Office. Customer Relationship
• Management (CRM) database experience preferred
• Experience communicating and scheduling across time zones

How to apply

Applications will be reviewed on a rolling basis and and continue until the position is filled. To learn more and apply, please click here.