Executive Assistant & Special Projects Coordinator

Who We Are:

Rotaplast International is a not-for-profit organization committed to helping children and families worldwide by eliminating the burden of cleft lip and/or palate, burn scarring, and other deformities. We send site specific multidisciplinary medical teams to provide free surgery, treatment, and training for the comprehensive care of our patients. We support research and education towards preventing and treating cleft lip and/or palate anomalies. We work with partners to build local sustainable models of care for our patients to improve the lives of our patients, their families, and the greater community.

We have provided free surgical intervention and clinical education in 26 countries to over 22,000 children and adults over the last thirty plus years.

Who You Are:

We seek a mission-driven, proactive professional who anticipates needs, takes initiative, and maintains strong attention to detail. You handle sensitive matters with discretion, communicate clearly, are scrappy with resources, and follow through reliably. You take pride not only in getting the work done, but in how it gets done—with professionalism, care, and integrity. You value teamwork, collaborate effectively across stakeholders, and are motivated to grow, learn, and contribute to building meaningful impact together.

Position Overview:

We are seeking a highly adaptable, proactive early to mid career professional to support leadership across administrative, operational, and coordination functions. This role is designed to evolve as the organizations needs shift and as the employee’s skills, expertise, and interests develop.

Responsibilities:

Executive Support (Primary Focus)

• Proactively manage and triage the Executive Director’s inbox, WhatsApp communications, and calendar to ensure priorities are clear and urgent matters are addressed promptly.
• Draft and prepare correspondence, reports, presentations, and briefing materials.
• Coordinate board meetings, prepare board materials, and track follow-up items with board committees.
• Track and follow through on action items to ensure timely execution.

Administrative and Operational Support (Secondary Focus)

• Manage and prioritize incoming office communications, including emails and phone calls, ensuring timely and proactive responses.
• Learn processes integral to Rotaplast and be able to provide support, answer questions, and point staff, volunteers, and external partners in the direction of solutions.
• Coordinate and attend to office visitors.
• Support mission operations through supporting volunteer communications.
• Coordinate vendors, contractors, or service providers.
• Track tasks, deadlines, and deliverables for special projects and each surgery and education program.
• Oversee special projects and assist with event planning, fundraising efforts, and mission-related initiatives.
• Assist with grant applications, compliance documentation, and donor correspondence as needed.

Position Qualifications:

2+ years in administrative, executive support, or operations roles

Strong proficiency with productivity tools (Google Workspace, Microsoft Office, etc.)

Confidence coupled with a proven record in your ability to learn new processes and skills

Familiarization with AI tools, Canva, Salesforce, and WordPress

Excellent time management and prioritization skills

Ability to handle confidential information with discretion

Benefits: Health, dental, 3% matching IRA, 2-week paid vacation, generous annual holiday schedule, & paid participation on an international surgery and education project.

English written and spoken.

Additional languages warmly welcomed.