Executive Assistant to the Executive Director (ED)
HMI Overview:
Holistic Management International (HMI) is a non-profit (501c3) organization dedicated to advancing sustainable and regenerative agricultural practices for the health of people and the planet.
Job Overview:
We are seeking a ¾ or full-time Executive Assistant to the Executive Director (ED) who will play a pivotal role in ensuring smooth and efficient operations. The position provides critical support in handling a wide range of administrative, human resources, and financial responsibilities. The ideal candidate will possess outstanding organizational, problem-solving, and relationship-building skills, with a strong emphasis on effective oral and written communication. The candidate will confidently engage with a wide range of partners, including donors, board members, staff, farmers, ranchers, educators, and practitioners. This is an exciting opportunity for an environmentally minded individual passionate about HMI’s mission and values.
Reports to:
Executive Director
Location:
Remote, with the ability to attend staff strategic planning meetings in person as required 3 to 4 times per year.
Responsibilities:
Administrative Support:
- Provide calendar management, working closely with the ED to prioritize inquiries and requests while troubleshooting conflicts.
- Make judgments and recommendations to ensure smooth day-to-day engagements and timely follow-up.
- Draft and edit correspondence; take minutes, synthesize notes, track, communicate, and manage key action items.
- Organize, track, and maintain the ED’s contacts, correspondence, and files, including updates to the organization’s shared drive.
- Support a broad variety of administrative tasks, including travel arrangements, expense reports, event planning, and coordination.
- Schedule and handle logistics for Board meetings; prepare and distribute presentation materials; maintain Board roster.
- Provide operations support to the ED as required.
- Provide administrative support for special projects as needed.
Meeting and Event Preparation:
- Assist the ED in preparing for meetings by proactively working with team members to prepare agendas, create presentations, assemble documents, and plan travel.
- Participate in planning and execution of donor cultivation, fundraising, and Certified Educator events.
- Support the ED with speaking engagements and media requests.
Human Resources:
- Assist the ED in executing administrative HR function
- Facilitate new employee onboarding processes
Financial Support:
- Contribute to budget management by tracking expenses, processing invoices, and assisting in the preparation of financial reports to support decision-making.
- Work with the Program Director in managing post-award grant administration, including financial reporting, compliance, billing, and grant support activities.
Collaboration and Communication:
- Represent the ED with poised, discrete, and professional verbal and written communication, both internally and externally.
- Act as a thought partner and support the ED in building a high-performing and collaborative organizational culture.
- Collaborate and communicate with HMI’s directors to ensure projects are delivered on time and within budget.
- Conduct research and compile data to support executive decision-making.
Special Projects:
- Undertake special projects as requested that contribute to HMI’s ongoing strategy and development efforts.
Qualifications:
- Bachelor’s degree and 3-5+ years of experience supporting C-level executives in an executive assistant or similar role.
- Experience in non-profit human resources, finance, and grants administration is desirable.
- Excellent verbal and written communication skills; strong research and analytical skills.
- Exceptional organizational skills and the ability to maintain a realistic balance among multiple priorities with excellent attention to detail.
- Resourceful, creative, and able to exercise sound judgment and problem-solving in diverse situations.
- Outstanding interpersonal and collaboration skills; adept at building strong, lasting relationships.
- Interest and creativity in building team culture and fostering a positive and productive work environment.
- Highly adaptable with the ability to multitask and juggle multiple demands while demonstrating flexibility and resilience.
- Ability to thrive in a fast-paced environment.
- Experience with executive-level calendar management; strong computer skills and proficiency with Google Workspace, Microsoft Office, Project Management software, and QuickBooks.
- Ability to work independently as well as collaboratively as part of a small and dedicated team.
- Interest in learning and growing at a non-profit; willing to take on ambitious special projects.
- Ability to travel occasionally for work on weekdays or weekends.
- Passion for HMI’s mission and values.
What We Offer:
- $55,000-$65,000 salary (if full-time)
- $450/month stipend toward group healthcare plan.
- Voluntary Benefits (Supplemental Life, Dental, Vision, Short Term Disability, and Long-Term Disability, etc.)
- 403(b) savings program
- Generous time off program includes 16 days of holidays plus 12 hours/month sick leave and vacation
- Other great benefits (Healthcare Flexible Spending Account and flex-time.
How to Apply:
If you are interested in applying for this position, please send a cover letter and resume via email to [email protected] by July 30, 2024. This position will remain open until filled.
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