Executive Assistant at ideas42

Executive Assistant, Part Time

at ideas42


Work Authorization: Candidates must already be authorized to work in the U.S.

Salary Range: $55,000- $70,000

Role and Responsibilities

ideas42 has a clear mission: to use our unique experience as a nonprofit at the forefront of behavioral science to change millions of lives. We create innovative solutions to tough problems in economic mobility, health, education, safety and justice, consumer finance, energy efficiency and international development. We are seeking an individual who is an experienced administrative professional, skilled in providing executive level support across multiple focus areas. You will work closely with our Executive Director and serve as their “right hand” to provide administrative support while advancing the mission of the organization. You will help manage his time effectively and provide support with ongoing projects, relationship management and business development. We offer a dynamic and unique working environment, with a team of highly accomplished individuals who are seeking to make a powerful and positive impact in the world.

Your responsibilities will include:

  • Heavy calendar management. You will fully own and manage the calendar for the Executive Director. This includes helping to optimize the use of his time by scheduling work blocks, email time, planning, progress tracking, as well as internal and external meetings that you directly support.
  • Assist with scheduling senior team meetings, all-team meetings, trainings and events, retreats, etc.
  • Write email correspondence on behalf of the Executive Director related to scheduling and basic communication needs.
  • Keep contacts details up-to-date, entering and retrieving data from a contact management resource, keeping track of interactions and follow-up items with those contacts. You will make suggestions regarding contacts with whom they should connect based on related focus areas, time elapsed from last correspondence and travel schedule to areas where contacts reside.
  • Assist with travel arrangements (both domestic and international). This includes presenting flight and hotel options, booking the travel and preparing and entering all logistical information into the executive’s calendars and dealing with any necessary unexpected issue that may arise during travel.
  • Track expenses and prepare expense reports on behalf of the Executive Director.
  • Assist as necessary with the preparation of reports and compliance requirements.
  • Work closely with the Chief of Staff to assist with a wide-ranging portfolio of internal projects to improve the operations of the business.


Minimum qualifications

  • At least five years of experience of executive support. Note: comprehensive experience of calendar management & arranging travel or clear ability to prove you would succeed at calendar management & arranging travel is a strict requirement.
  • High level of proficiency with MS Office, Google Business Apps, SalesForce, and Zoom conferencing systems.
  • A natural problem-solver with excellent prioritization skills, successfully managing competing priorities and multiple deadlines, with high attention to detail.
  • Superb interpersonal and communication skills (written and oral) and experience with relationship management.
  • Strong attention to detail, meticulous management of a large tasks list, with adeptness to juggle task prioritization as new tasks come in while ensuring no tasks fall through the cracks.
  • Ability to work independently, while retaining a positive attitude and approachable demeanor.
  • Proactive self-starter who displays ownership for all responsibilities and more.
  • A strong level of discretion and judgment when dealing with sensitive or confidential
  • information.
  • Willingness to work hard to help the organization succeed.
  • Willingness to volunteer/lead initiatives that interest you.

Preferred qualifications

  • Bachelor’s degree and strong academic record preferred, but not mandatory.
  • Strong computer and IT support skills and a willingness to take on additional IT-oriented tasks.
  • Interest in behavioral science and the ideas42 mission.