Executive Assistant Job at Make It Work Nevada in Las Vegas

The Executive Director Position Summary:

Make It Work Nevada is seeking a dedicated, organized, and proactive Executive Assistant to provide essential support to our Executive Director as we advance our mission of reproductive justice and community empowerment. In this key role, the Executive Assistant will ensure efficient administrative and project management support for a leader managing responsibilities across two organizations, multiple board memberships, and public engagements.

As the primary point of contact for the Executive Director, you will manage their diverse commitments, prioritize meetings, and facilitate communication with internal teams, the Advisory Board, and external stakeholders. You'll also coordinate executive communications, handle external relations, and lead special projects as needed.

At the core of our work are the principles of reproductive justice: the right to have a child, the right to not have a child, the right to raise a child in a healthy environment, and the right to bodily autonomy and sexuality. The ideal candidate will embrace these values and, above all, must love Black women and deeply understand the work we do to advance racial, reproductive, and economic justice for our communities.

Essential Duties and Responsibilities:

The Executive Assistant to the ED effectively provides executive support to the ED including, but not limited to: completing administrative tasks; establishing and maintaining relationships with key contacts; as well as managing and coordinating the daily activities of the ED to ensure maximum success. A summary of key areas of responsibility is as follows:

Scheduling and Calendaring - 40%

• Uses strategy and efficiency to plan, coordinate, and manage the ED's complex schedule of travel, meetings, and day-to-day activities.
• Prepares or assembles necessary documents for meetings and coordinates with staff and partners to ensure follow-up actions are taken.
• Diplomatically serves as a "gatekeeper" and "gateway" to the Executive Director, following up on contacts made by the ED to support ongoing relationships, and communicating on behalf of the ED to engage the Advisory Board and other constituents.
• Accurately makes all travel arrangements, including flights, ground transportation, and lodging for the ED, as well as managing expense reports, reimbursements, bill payments, and timesheets.
• Consistently ensures the ED is well-informed and equipped daily for success in meetings, engagements, commitments, and responsibilities, with great attention to detail.

Administrative Support/Office Management - 50%

• Attentively supports internal staff meetings by overseeing logistics, briefing all parties regarding relevant content and issues, prepping materials, and composing and distributing notes.
• Adeptly creates and/or edits key written communications to external stakeholders, including acknowledgment letters from the ED to donors.
• Carefully manages and organizes the ED's email accounts and other records/files, including reviewing all email and written requests and responding/forwarding/flagging for action accordingly.
• Meticulously updates and maintains all of the ED's contacts with current information.
• Proactively anticipates and delivers upon the ED's needs while developing an exceptional leadership support performance standard.
• Diligently researches, prioritizes, and follows up on issues and concerns addressed to or by the ED, including sensitive or confidential matters, determining the appropriate course of action, referral, or response, and executing accordingly.
• Consciously provides a bridge for smooth communication, demonstrating leadership to maintain credibility, trust, and support internally and externally.
• Successfully completes deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the ED's ability to lead and respond to communications effectively.
• Masterfully develops and leads project management systems to cohesively advance the work of the ED to ensure projects remain on track.
• Artfully prioritizes conflicting needs and handles matters urgently, offering recommendations to the ED and closing gaps.

Requirements

Qualifications

An organized, adaptable Executive Assistant with an entrepreneurial mindset to support our social justice work. In this role, you'll manage priorities, streamline communication, handle high-profile commitments, and oversee special projects, all while staying focused on the mission.

If you thrive in a fast-paced, mission-driven environment, excel at prioritizing, and take initiative, this is a great opportunity to work closely with a leader driving meaningful change. You'll coordinate meetings, manage public engagements, and ensure smooth operations. While not fully remote, virtual work may be required. Passion for supporting Black women and social change is essential!

Education & Experience:

• A minimum of 5-7 years of experience in a C3 or C4 organization with a demonstrated track record of successfully supporting and scheduling executives OR An equivalent combination of education, experience, knowledge, skills, and abilities.

Benefits

Health, Dental, and Vision Insurance

401K Matching

FSA/HSA

PTO