Executive Assistant

Hope For Haiti•Scottsdale, AZ

23d

About The Position

Hope for Haiti is an innovative and creative international development organization that has been working in Haiti for over 35 years. The organization partners with private donors to create community-based sustainable change through a grassroots and strategic holistic approach. Hope for Haiti is an action-oriented and fast-paced organization that believes in partnership solutions to poverty alleviation. Hope for Haiti’s vision for the future is one of the strategic growth in creating healthy, sustainable communities. Hope for Haiti has a distinguished and well-established Board of Directors that provides the organization with strong governance, oversight, and strategic direction. Building upon the organization’s proven track record of success, Hope for Haiti stays true to its mission and founding principles while offering a dynamic and supportive work environment.

Requirements

Proven experience as an Executive Assistant or in a similar administrative role supporting senior leadership
Strong organizational and time management skills with exceptional attention to detail
Ability to manage multiple priorities in a fast-paced environment
Excellent written and verbal communication skills
High level of discretion and professionalism
Proficiency in Microsoft Office Suite (Outlook, Excel, Word) and expense management systems
Ability to respond appropriately and sensitively to cultural differences as they arise among the organization’s service population
Ability to learn quickly, take the initiative, and report on results
Flexible, adaptable, patient, and accepting of the fact that Hope for Haiti and its activities are constantly evolving in line with its resources and goals
Ability to adapt to and make level-headed decisions in stressful situations
High energy and strong physical condition, including but not limited to the ability to hike distances over 5 kilometers and lift at least 30 lbs. over the shoulders
Ability to conduct and participate in staff meetings and strategic planning professionals and to represent Hope for Haiti’s mission to team members and colleagues
Have a sense of initiative, responsibility, and creativity
Strong proficiency in problem-solving
Attention to detail and punctuality in executing the responsibilities assigned to you
Excellent organizational skills and ability to prioritize assigned tasks.
Personal commitment to the mission and vision of Hope for Haiti and a desire to help the most vulnerable population
Maintains the highest level of confidentiality with sensitive information
Ability to effectively work and communicate with a team
Ability to resolve interpersonal conflict while preserving a team-oriented outlook
Ability to communicate easily with team members
Commitment to Hope for Haiti’s Organizational Norms
Positive outlook and ability to work through difficult situations knowing that it’s possible to achieve desired outcomes.
Commitment to Hope for Haiti’s Code of Conduct and Safeguarding Policies

Nice To Haves

Experience coordinating events and managing travel logistics preferred

Responsibilities

Coordinate and manage calendars for C-Suite executives, with a strong emphasis on donor meetings and external stakeholder engagements
Prioritize scheduling needs and resolve conflicts proactively
Prepare executives for meetings with relevant materials and briefings
Schedule and coordinate board and committee meetings, including managing invitations, RSVPs, and materials distribution
Arrange meeting logistics such as room setup, virtual access, and technology needs
Coordinate catering for board meetings and ensure a professional, seamless experience
Assist with preparation and distribution of board materials and follow-up items
Plan, coordinate, and execute logistics for events and meetings in Arizona
Build relationship with donors and event attendees
Liaise with venues, vendors, and internal stakeholders to ensure seamless event delivery
Manage travel arrangements, accommodations, and on-site coordination as needed
Lead procurement for silent auction
Prepare and submit accurate, timely expense reports for the CEO
Ensure compliance with organizational policies and maintain proper documentation
Track and reconcile expenses, flagging discrepancies as needed
Assist with meeting preparation, including agendas, materials, and follow-ups
Handle sensitive information with a high level of confidentiality
Support special projects and ad hoc administrative tasks as assigned