Executive Assistant (Part-time)

ABOUT AP-OD (ABRIENDO PUERTAS/OPENING DOORS)

Launched in 2007, AP-OD, also known as Abriendo Puertas/Opening Doors, is the nation’s first evidence-based leadership training program designed by and for Latino parents with children ages 0-5 and adopted by diverse communities across the country. The mission of AP-OD is to provide parents with the knowledge, resources, and skills they need to become confident leaders of their families and effective advocates for their children. At AP-OD, we believe that when parents are supported, they can become powerful agents of change, not only in their children’s lives but also within their communities. Learn more at https://ap-od.org/.

AP/OD is a fiscally sponsored project of Tides Center, a 501(c)(3) nonprofit organization.

POSITION SUMMARY

We are seeking an Executive Assistant to be the supportive force that enhances our senior leadership. This role requires a proactive individual with strong creative problem-solving, communication, and writing abilities, coupled with exceptional attention to detail. The successful candidate will possess prior experience in a professional setting, providing strategic administrative support to an organization. Given the changing nature of the executive landscape, we are looking for executive support with flexibility, foresight, and adaptation to virtual and in-person environments. Self-motivation, flexibility, attention to detail, and the ability to effectively manage multiple projects are essential for this position. The role requires a proactive and strategic thinker with the ability to make connections across initiatives, team members, partnerships, and technology platforms. The candidate must have a strong commitment to educational equity, social impact, and family engagement.

The Executive Assistant position is mostly remote work; however, the selected candidate should be willing to occasionally travel to the Albuquerque office and Los Angeles, CA, office as required. Although the work is mostly remote, the individual may need to attend meetings and complete certain tasks that require in-person collaboration. The role is a part-time and non-exempt position with opportunities for growth within the organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Primarily supports AP-OD’s National Executive Director (ED) and will provide assistance to the leadership team as needed to ensure that organizational goals and objectives are accomplished and operations run efficiently.
• Maintain and refine internal processes that support the ED, while coordinating internal and external resources to expedite workflow.
• Manage communication and liaising between ED and partners on various projects and tasks using Monday.com, phone calls, Outlook e-mail, calendars, Zoom, and other technology platforms.
• Plan and orchestrate work to ensure the leadership priorities are met, organizational goals are achieved, and best practices are upheld.
• Provide creative and strategic thought partnership to the ED and leadership team.
• Manage professional and personal scheduling for ED, including agendas, mail, email, calls, travel arrangements, client/partner management, and other organizational scheduling logistics.
• Follow up on the results of the organization’s projects and initiatives.
• Coordinate strategic leadership and partner meetings, as well as management of content and flow of internal and external information from the ED.
• Proactively read, research, initiate, and route communications, including drafting emails, letters, and forms, while collecting and analyzing information.
• Provide historical reference by developing and utilizing documentation, retrieval systems, and notes during meeting discussions.
• Manage, coordinate, and arrange ED’s travel and travel-related activities, including hotel booking, transportation, and meetings.
• Welcome partners, guests, and funders by providing excellent customer service and welcoming environments in person, virtually, or by phone.
• Prepare slide decks, presentations, letters, reports, and other writings by researching, collecting and analyzing information as needed.

OTHER DUTIES AND RESPONSIBILITIES

• Perform administrative and office support, such as documentation, spreadsheet creation, and maintenance of digital files and databases.
• Maintain professionalism and strict confidentiality with all materials and communications.
• Organize team communications and plan events, both internally and off-site.
• Maintains professional and technical knowledge by attending educational workshops and reviewing professional publications.
• Contributing to team efforts with a results-based approach to work and social impact.

KNOWLEDGE, SKILLS AND ABILITIES

• Commitment to social justice and aligns with the mission of AP-OD.
• Work effectively through a lens of diversity, lived experience, and equity.
• Embrace a creative, learning, growth mindset and a sense of humor while engaging in interactive team dynamics.
• Exhibit strong time-management skills, organizing multiple projects while meeting deadlines.
• Demonstrate excellent written reporting and communication skills, including willingness to make phone calls as needed.
• Be a flexible team player dedicated to mission-driven work, with an aptitude for strategic thinking and problem-solving.
• Show proactivity, anticipation, and self-direction in tasks.
• Stay current with professional knowledge through workshops and relevant publications.
• Maintain qualities such as confidentiality, trustworthiness, and attention to detail.
• Engage positively and collaboratively with individuals from diverse cultures and backgrounds.
• Maintain a high level of integrity and discretion in handling confidential information.
• Highly proficient in Microsoft Office (Excel, Word, Outlook, and PowerPoint) and can quickly learn new tools and systems.
• Strong proficiency and expertise with online platforms such as Monday.com, Zoom, Google Workspace, MailChimp, Outlook email, and Apple Calendar.
• Experience and willingness to learn CRM platforms such as EveryAction (Bonterra), and Learnworlds.
• Ability to operate standard office equipment, including computers, printers, copy machines, etc.
• Fluency in both English and Spanish, with strong verbal and written skills in both languages, is highly preferred.

EDUCATION/ EXPERIENCE

• A Bachelor’s degree with 1 year of related experience, or an associate degree with 3 or more years of relevant experience in a company, non-profit, or similar organization, may be considered sufficient to successfully perform essential job duties
• Minimum four years of administrative or executive support experience
• Experience in supporting grant deadlines
• Experience developing internal processes and organizational systems

ORGANIZATIONAL RELATIONSHIPS

The Executive Assistant reports to the National Executive Director and works collaboratively with staff and contractors.

PHYSICAL DEMANDS OF THE JOB

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to travel as needed.
• Occasionally, must be able to move office supplies and equipment weighing up to 15 pounds across the office or during events.