Executive Assistant

About the Role

Capstone Technology Resources, Inc. is looking to hire an Executive Assistant located in the United States to support the senior leadership of a global Software (SaaS) firm's Non-Profit Foundation. This is a part-time position requiring 20 hours per week during Eastern Standard Time hours with a long-term contract initially for 9 months, with a likely extension up to 2 years.

Key Responsibilities

• Handle complex calendar management for the Foundation's senior leadership, including scheduling, travel arrangements, and expense reporting, ensuring a proactive approach to conflicts and timely follow-up.
• Foster and sustain positive relationships with internal team members, various departments, and external high-level contacts.
• Collaborate with fellow Executive Assistants to coordinate executive priorities and manage scheduling trade-offs.
• Organize and oversee team events, meetings, and multi-day offsite activities covering all logistical aspects and amenities.
• Administer email groups, distribution lists, and shared directories consistently.
• Develop and update onboarding and training materials, as well as team reference documents such as FAQs and guides.
• Support budget tracking and procurement operations, including vendor setup and creating purchase orders, acting as the department's purchasing point of contact.
• Assist with meeting support duties like agenda preparation, note-taking, and distribution of minutes and presentations.
• Maintain file storage solutions like SharePoint and collaboration tools including Miro and Airtable.
• Manage special projects as assigned.

Candidate Profile

• Self-motivated and takes initiative with a focus on enabling team success.
• Detail-oriented and accountable, adept at handling multiple priorities with accuracy and reliability.
• Independent worker capable of determining methods for new tasks and seeking guidance when necessary.
• Excellent communication skills, both written and verbal, with clarity and persuasiveness.
• Strong interpersonal skills with a customer service mindset and ability to engage collaboratively at all organizational levels.
• Ability to juggle competing priorities effectively, managing timelines and workloads transparently.
• Trustworthy, discrete, collaborative, and adaptable to change.

Minimum Requirements

• Five to ten years of experience supporting senior executives, preferably in dynamic environments requiring multitasking and time management.
• Ability to adapt to evolving responsibilities and processes.
• Demonstrated capability to work well under pressure and meet deadlines.
• Proficiency with Microsoft Office Suite, both Mac and Windows platforms, as well as business collaboration software including Slack, Microsoft Teams, and Microsoft SharePoint.
• Strong command of English communication skills.
• Willingness and ability to travel occasionally for business meetings or events, including those lasting 3-4 days.

Additional Information

• Employment Status: W2 employees only; candidates working on C2C contracts or holding visas are not eligible.
• Work Schedule: Preferred working hours are 10:00 AM to 2:00 PM ET or 11:00 AM to 3:00 PM ET, with Central Standard Time considered acceptable.
• Compensation: Hourly wage of $48.28 with benefits including partial medical and dental coverage and a Roth IRA plan.
• Expected start date is in late August or early September.