Executive Assistant to the Executive Director

About the Organization

The Institute for American Leadership (I4AL) is a nonpartisan nonprofit think tank focused on renewing American leadership and soft power, reinforcing alliances, and responding to adversarial influence through education, research, thought leadership, and strategic leadership.

Role Overview

I4AL is looking for a seasoned, dependable, and highly organized Executive Assistant to work closely with the Executive Director. This position is best suited for someone who can manage a demanding workload, stay on top of shifting priorities, and perform effectively in a fast-moving nonprofit setting.

The role calls for strong emotional intelligence, excellent organization, flexibility, and a calm approach when pressure builds. You will support major initiatives and day-to-day tasks at the same time, coordinate with different stakeholders, and handle urgent requests smoothly and professionally.

Key Responsibilities

You will help the Executive Director stay organized, prepared, and responsive across administrative, communications, scheduling, and project-support functions.

• Join daily check-ins with the Executive Director to organize priorities, plan upcoming work, and sort through active projects and workflows across the organization.
• Manage a complex executive calendar, resolve scheduling conflicts, and arrange meetings with staff, donors, board members, and outside partners.
• Review incoming email, prepare written responses, and handle phone inquiries on the Executive Director’s behalf with speed and professionalism.
• Build briefing packets, agendas, reports, and presentation materials for internal, leadership, and external meetings.
• Handle meeting schedules, logistics, and related coordination for staff and committee meetings.
• Attend important meetings, prepare minutes, transcribe discussions, distribute notes, and maintain well-organized records for future reference.
• Support the planning and execution of special events, fundraising galas, and community outreach efforts.
• Help manage donor relationships, log communications in the donor database, and assist with fundraising activities.
• Research information, gather data, and support special operational or organizational projects assigned by the Executive Director.
• Provide general administrative support, including logistics, communication support, note-taking, and cross-functional coordination to improve the Executive Director’s effectiveness.

Requirements

• At least 3 years of experience in a comparable executive assistant or senior administrative role.
• Strong command of Google Workspace, including Docs, Sheets, Slides, and Calendar.
• Experience using CRM or donor management tools such as Salesforce.
• Excellent verbal and written communication skills, with the confidence to serve as a primary contact for key internal and external stakeholders.
• Demonstrated professionalism, discretion, diplomacy, and emotional intelligence when working with executives, major donors, and diverse personalities.
• Proven ability to balance large initiatives and routine responsibilities without missing important details.
• A proactive, adaptable problem-solver who remains effective under pressure and can shift direction quickly when priorities change.
• Nonprofit experience is strongly preferred.

Additional Information

This is a remote volunteer role in the nonprofit and education space. The expected time commitment is approximately 10 to 15 hours per week. Because the organization moves quickly, the position depends more on real-time spoken coordination and flexible communication than on heavy written documentation.

Regular phone availability is required for timely updates and joint planning. The role includes a substantial weekly strategic alignment call with the Executive Director, along with shorter midweek check-ins to adjust plans and keep work moving.

This position starts as unpaid volunteer work while the organization is still developing, but there is potential for paid employment as it grows.

Applicants must already be authorized to work in the United States on a full-time basis and must not require future employment sponsorship.

Current graduate or advanced students may apply if they also have at least 3 years of highly relevant, hands-on experience in a fast-paced office or team environment and can manage multiple complex workstreams at once.

Applicants should submit a resume and a short cover letter describing why they are a strong match for this high-impact role.