Executive Assistant & Administrative Operations

We’re hiring an Executive Assistant / Operations Coordinator to serve as the operational backbone of the organization. This role supports the Executive Director by managing administrative execution, membership operations, CRM accuracy, financial administration, scheduling, and internal workflows — enabling leadership to focus on strategy, partnerships, and institutional engagement.

This is not a passive support role. It is an execution role for someone who runs systems, manages workflows, and keeps the organization operationally clean, reliable, and scalable. The role sits at the center of membership operations, internal coordination, and administrative infrastructure in a global, institutional environment with high standards and high-profile stakeholders.

Core Responsibilities

Executive & Organizational Support

• Calendar management, meeting scheduling, inbox support, executive coordination, and cross-timezone scheduling
• Preparation of meeting briefs, post-meeting summaries, follow-ups, and action tracking
• Management of organizational calendars and internal/external coordination

Membership Operations & CRM

• Administration of membership onboarding, renewals, offboarding, and reactivation workflows
• CRM management including data accuracy, segmentation, tagging, reporting, and lifecycle tracking
• Member communications, records maintenance, logo management, and internal documentation

Financial & Administrative Operations

• Invoice generation, payment tracking, collections support, AR tracking, and financial administration workflows
• Coordination with accounting systems and maintenance of financial trackers and records
• Execution of recurring administrative tasks that free leadership bandwidth

Events, Scheduling & Logistics

• Event administration including Luma setup, registration tracking, attendee coordination, and logistics support
• Scheduling and coordination of webinars, workshops, in-person events, and member working groups
• Organizational calendar management and meeting coordination

Systems, Documentation & Operations

• Development and maintenance of SOPs, templates, trackers, and operational documentation
• File organization, record keeping, workflow standardization, and internal process improvement
• Ongoing optimization of administrative systems to support scale and reliability

Required Qualifications

• 4+ years in executive support, operations, or administrative leadership roles in structured organizations
• Proven ability to run multi-step workflows and systems, not just tasks (onboarding, renewals, CRM, scheduling, finance admin, events)
• Strong operational fluency with CRM systems, scheduling tools, and internal workflow software
• Demonstrated experience managing high-volume coordination without quality degradation
• Exceptional organizational discipline, prioritization, and execution reliability
• High attention to detail and data accuracy
• Strong written communication and professional correspondence skills
• Ability to operate independently, anticipate needs, and resolve issues without constant direction
• Comfort working in global, institutional environments with senior stakeholders and complex workflows
• Ability to work across time zones with flexibility for global coordination