Executive Assistant - REMOTE - EST/CST Time Zones

The Mom Project; United States; Remote; USD 69,000 - 76,000; Full time

Job summary

The Mom Project is seeking an experienced Executive Assistant to the CEO to provide high-level administrative and organizational support to the CEO and help coordinate priorities across the executive office.

The role includes managing travel, board logistics, and major meetings, while collaborating across a diverse, global team.

Qualifications

• 5+ years of relevant work experience; a relevant bachelor's degree, or equivalent additional years of experience.
• Excellent written and verbal communication skills in English required.
• Detail-oriented with strong time management and administrative/organizational skills.

Responsibilities

• CEO Administrative Support: oversee long-term planning, travel logistics, major meetings, approvals, and manager-related tasks.
• Board Engagement: coordinate board meetings, prepare materials, maintain records, and support governance communications.
• Business Development: assist CEO in tracking progress, targets, and follow-up with partners and giving initiatives.
• Senior Team Coordination: coordinate senior leadership meetings, track targets, plan offsites, and capture notes.

Skills

Executive support

English communication

Time management

Multicultural collaboration

Proactive problem solving

CRM (Salesforce)

Microsoft Office

Independent work

Education

Bachelor's degree or equivalent

Tools

Salesforce

CRM platforms

Microsoft Office

Job description

100% REMOTE- (Preference for EST/CST time zones)

Hours- 40 per week

Contract Dates- 11/11/2026 -3/11/2027

Pay- W-2/ $50 -$55 per hour

The Mom Project is partnering with a global nonprofit organization dedicated to expanding economic opportunity for young people around the world. Through education, workforce development, entrepreneurship, and partnerships with employers and communities, the organization helps young people build the skills, confidence, and connections needed to pursue meaningful careers and create brighter futures. They are currently seeking an experienced Executive Assistant to the CEO to provide high-level administrative and organizational support to the CEO and help ensure the smooth coordination of priorities, communications, and day-to-day activities.

Purpose of the role

The Executive Administrator and Assistant to the CEO plays a pivotal role in supporting an entrepreneurial CEO by ensuring they are well-organized and able to focus on high-impact strategic activities that drive the organization’s success. The Executive Assistant will support the CEO across her suite of responsibilities, ensuring operational and administrative excellence. In 2025, when the CEO is also serving as the CRO, there will be a focus on operationalizing business development, including internal coordination and external outreach. The Executive Assistant must reflect key parts of IYF’s culture while also participating in change management as the organization becomes nimbler and more entrepreneurial.

Core Job Responsibilities

• CEO Administrative Support: Assist the CEO in managing key administrative responsibilities of the Executive Office including but not limited to: overseeing the CEO’s long-term planning and preparation for major travel (including logistics, arrangements, itinerary preparation, visa management, and expensive reimbursements) and major meetings (including board meetings, client meetings, external speaking roles, and internal meetings like Town Halls), coordinating approvals requiring the CEO’s signature, providing administrative support for the CEO’s major initiatives, and handling administrative tasks related to the CEO’s role as a manager, including facilitating work associated with the CEO direct reports.
• Board Engagement: Work closely with the CEO to ensure effective management of the Board of Directors. Responsibilities include coordinating logistics for board meetings (both virtual and in-person), preparing and distributing board materials, and managing follow-up actions after meetings. Additionally, maintain accurate and up-to-date records related to board members and governance, ensuring that key information is accessible and current, including updates on the website. Support efforts to engage board members proactively, fostering strong communication and collaboration to enhance their contributions to success.
• Business Development: Support the CEO in driving organizational growth as a key individual contributor. This includes assisting in the design and management of the CEO’s business development responsibilities, such as tracking progress, setting targets, and ensuring timely follow-up. Provide critical support in preparing for and following up on meetings with new and existing partners, as well as advancing individual giving initiatives for the organization.
• Senior Team Coordination: Work with CEO to coordinate Senior leadership team regular recurring meetings, tracking of regular targets, plan offsites, record notes at meetings and follow up on and track next steps to support excellent operations of senior leadership.

Communications

• Internal: Lead internal communications in close coordination with the CEO to support and inform regular internal communications from the CEO to global team. This includes drafting talking points for email/video messaging, global team meetings, and other Executive Office led staff events or outreach.
• External: Work with Communications team to coordinate external messaging efforts of the CEO and ensure CEO’s brand and biographical information is the most current and appropriate for the circumstance. Assist in managing CEO’s online engagement on a regular basis, including working with Communications team to regularly promote advocacy campaigns and other news.

Required Skills/Experience

• 5+ years of relevant work experience; a relevant bachelor's degree, or equivalent additional years of experience.
• Excellent written and verbal communication skills in English required.
• Detail-oriented, with excellent time management and administrative/organizational skills with the ability to identify and establish priorities. Work independently, and exercise sound judgement related to providing administrative support and assistance.
• Highly developed interpersonal, listening and communications skills appropriate for efficient and effective collaboration in a multicultural, international environment. High degree of cultural competency; ability to work with a highly diverse team.
• Ability to identify problems in a timely manner, make recommendations toward solving problems, and work well in group problem-solving situations.
• Strong sense of responsibility, professionalism, and thoroughness. Ability to work under pressure to complete multiple tasks and meet demands and deadlines with a positive, constructive attitude. A belief that “no task is too small.”
• Excellent technological skills, including familiarity with Microsoft Office suite and previous experience using Salesforce and other CRMs.
• Ability to be adaptive, flexible, and tolerate ambiguity.

We need evidence that you have...

• A successful, long-term working relationship with a mission-driven founder/CEO
• Excel in detail orientation and organization, with a proven ability to effectively partner with leaders who are less focused on details.
• Sustained excellent relationships with both internal and external W

Location

USA (Preference for Eastern or Central Time Zone)