Careers at Hope for HIE

The Executive Assistant will provide high-level administrative and logistical support to the Executive Director and senior leadership. The individual in this role will be responsible for ensuring seamless executive calendar management, facilitating multi-stakeholder scheduling, and producing accurate and timely meeting documentation. This position requires exceptional organizational skills, a high degree of discretion, and prior experience supporting executives in complex nonprofit or corporate settings.

Key Responsibilities

Executive Scheduling & Calendar Management

• Manage complex executive and organizational calendars, including scheduling across multiple stakeholder groups.
• Coordinate scheduling for multiple stakeholder groups, including board members, advisory councils, and partner organizations.
• Anticipate and resolve scheduling conflicts with discretion and efficiency.
  

Meeting & Stakeholder Coordination

• Set up videoconferencing and technology for meetings.
• Prepare agendas, meeting summaries, and minutes with exceptional attention to detail.
• Track and distribute action items, ensuring timely follow-up.
• Coordinate videoconferencing logistics, ensuring smooth meeting execution across time zones and platforms.
• Serve as a professional point of communication between executive leadership and internal/external stakeholders.
  

System & Process Management

• Manage documentation and assets using Google Suite, videoconferencing tools, Canva, CRM, and other business systems.
• Maintain organized records of meetings, communications, and action items for leadership and board reference.
• Identify and implement process improvements to streamline executive operations.

Qualifications

• 5+ years of experience providing executive-level support in a nonprofit, healthcare or corporate setting.
• Proven success in managing complex scheduling and calendar coordination across multiple stakeholder groups.
• Strong skills in agenda preparation, minute-taking, and meeting documentation.
• Exceptional attention to detail and ability to manage multiple priorities with discretion and professionalism.
• Excellent written and verbal communication skills.
• Solution-oriented and able to anticipate needs in a dynamic environment.
• High degree of professionalism, discretion, and judgment in managing sensitive information.
• Proficiency with Google Suite, scheduling and videoconferencing platforms, Canva, CRM, and related business systems and tools.
• Prior experience in healthcare or healthcare-related nonprofits preferred.
• Located in the Central or Eastern time zone.
• Ability to travel 1–2 times per year for events or meetings.

EEOC Statement:

We are committed to creating a diverse and inclusive environment and are proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. We especially encourage applications from individuals seeking remote, flexible work opportunities.

Job Types: Part-time, Contract 

Pay: Depending on qualifications and experience

Expected hours: 5-7 hours per week, depending on workflow

Schedule:

• Day shift
• Monday to Friday

Work Location: Remote

If the LinkedIn listing says "closed", please email your cover letter and resume to outreach@hopeforhie.org.

Apply Now