Executive Assistant (Part-time)

Remote Type Fully Remote

Travel Percentage Up to 20%

Description

What do you do all day?

At NMSI, our people mean everything to us. They are the lifeblood of the organization. Without our staff, NMSI is just an idea. We seek a highly organized and proactive Executive Assistant to provide comprehensive support to NMSI’s Leadership Team and specialized assistance to the CEO and Board of Directors.

This individual will be responsible for a wide range of tasks, including managing travel arrangements, handling calendar management, preparing expense reports, and drafting various forms of communication. The ideal candidate will also assist with research and project management to ensure smooth operations within the Leadership Team and contribute to the success of key organizational initiatives.

This part-time role reports to the Chief Operating Officer. It can be performed from a home office anywhere in the contiguous United States, but occasional travel, estimated at two to six overnight trips annually, is required for in-person meetings and conferences.

The Executive Assistant is expected to work approximately 25 to 29 hours per week during regular business hours, ideally between 9:00 AM and 5:00 PM Central Time.

What are the details?

Provide executive support and administrative assistance to the Leadership Team (LT).
Schedule, coordinate, and organize complex activities for LT members, including meetings, travel, conferences, and special events.
Act as a liaison between departments to ensure clear communication and coordination across the Leadership Team.
Attend regular check-in meetings with LT members, anticipating their support needs whenever possible.
In close collaboration with the CEO, oversee Board logistics, including coordinating in-person and virtual meetings, taking minutes during board meetings, managing email communications, processing expense reports, utilizing an online Board management platform, and handling official documents.
Log meticulous details across multiple systems, including updating contact records in Salesforce, Board minutes and documents in BoardEffect, and other platforms.
Create and design PowerPoint presentations for various meetings and events.
Manage and process expense reports for the Leadership Team.
Generate and maintain reports to track project progress and performance metrics.
Draft correspondence for internal and external communications.
Assist in developing briefing materials for high-level meetings involving key staff and directors.
Research foundations, individuals, and companies to support development and partnership meetings.
Take and transcribe detailed notes during critical meetings to ensure accurate record-keeping.
Other duties as assigned

Qualifications

What are we looking for?

Education & Experience – You have at least three years of executive administrative support experience, preferably in a fast-paced corporate or nonprofit environment.
Tech Savvy – Expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Board Management tools (e.g., BoardEffect), CRM tools (e.g., Salesforce), and other administrative tools.
Organized & Productive – You are a master at planning your day and not letting distractions come in between meeting your goals
Reliable – You can work effectively with minimal supervision, but you also know when to ask for help
Flexible – You are comfortable working in an ambiguous environment with competing priorities; you’re willing to travel a few times throughout the year when necessary
Growth Mindset – You learn from failure and crave feedback because you know that it makes you better; you are also not afraid to give feedback to your manager or colleagues
Inclusive – You can work effectively with people regardless of their age, gender, race, sexual orientation, ethnicity, religion or job type—or any other factor that makes us unique!

What do we offer?

The hiring salary for this part-time position ranges from $30.13/hr to $34.64/hr, and the final offer will depend on the candidate's experience.

We take pay equity seriously and are committed to ensuring our team members are compensated fairly, regardless of their gender, race, or other demographic backgrounds.

In addition to a competitive salary with the potential for annual pay increases, part-time staff are eligible to participate in our 401(k) plan after 90 days of employment with up to a 6% employee match, fully vested from day one of participation. Other benefits include possible organizational performance-based bonuses and a monthly telecommunications stipend for eligible remote employees.

National Math and Science Initiative - NMSI

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