Executive & Administrative Assistant

About ITPI

Integral Transformative Practice International (ITPI) is a mission-driven nonprofit dedicated to supporting individual and collective transformation through integrative practices for body, mind, heart, and soul. We partner with practitioners, educators, and thought leaders to make transformative growth accessible and sustainable.

We are a small, dynamic organization entering an important phase of growth and modernization. This role is central to strengthening our operations and enabling the President and leadership team to focus on the highest-impact work.

Role Priorities

Phase 1 (First ~6 Months): Focused Executive Support for President

• Manage calendar scheduling, meeting holds, and coordination.
• Prepare agendas, packets, Zoom links, documents, and materials.
• Draft and edit simple communications.
• Take notes and track follow-ups for President.
• Conduct light research.
• Support digital organization and initial cleanup of President’s Drive/Dropbox areas.
• Update Monday.com tasks and summaries connected to President’s action items.

Phase 2 (Ongoing): Light Admin & Operations Support (as capacity allows)

Phase 2 responsibilities are contingent on available capacity and are not guaranteed expansions of scope.

• Administrative support to the broader team.
• Document formatting, proofreading, and template upkeep.
• CRM data support (see Section F).
• Basic website content edits when delegated.
• Light event support tasks (not event leadership).
• Assisting with meeting assets: recordings, transcripts, storage.
• Monitoring shared inboxes and routing items appropriately.

Detailed Responsibilities

A. Executive Support for President (Primary)

• Scheduling, rescheduling, calendar holds.
• Drafting/editing emails, letters, short documents.
• Preparing agendas, summaries, and meeting materials.
• Note-taking and follow-up tracking.
• Maintaining clear digital organization for President.
• Preparing templates and checklists.
• Light research assignments.
• Supporting Monday.com task updates & review.

B. Administrative Support for ITPI Team (Secondary)

(Performed only when primary executive support needs are met.)

• Scheduling and logistics for team meetings.
• Formatting documents, proofreading, and polishing materials.
• Maintaining meeting assets (recordings, transcripts, file organization).
• Supporting member and program communications (as assigned).
• Handling a shared organizational email inbox and occasional incoming calls.

C. Digital Organization & File Systems

• Ongoing light upkeep and structure maintenance.
• Managing templates and shared documentation.

D. Monday.com & Task Coordination

• Translating meeting notes into actionable tasks.
• Updating task status and deadlines.
• Surfacing key follow-ups to President and relevant team members.
• Preparing weekly or meeting-based summaries of priority tasks.

E. Writing, Formatting & Communications Support

• Drafting coordination emails, calendar descriptions, and short summaries.
• Formatting Google Docs, PDFs, and program materials.
• Preparing materials for the website or distribution when assigned.

F. CRM Data Support (No System Ownership)

• Updating member, donor, and participant records as directed.
• Maintaining basic data accuracy and consistency.
• Entering program registrations and attendance lists.
• Flagging inconsistencies or gaps for review by others.

G. Event Logistics Support (Support Only)

• Researching simple vendor or venue information when assigned.
• Scheduling site visits or vendor calls.
• Managing RSVP spreadsheets or attendee information.
• Preparing materials, signage, or packets.
• Supporting Zoom logistics for virtual/hybrid events.
• Post-event file cleanup.

Competencies & Skills

Core Competencies

• Strong relational communication and concise writing.
• High organization, follow-through, and reliability.
• Cognitive flexibility and ability to adapt.
• Alignment with transformational / integral practice work.
• Calm, grounded presence and sound judgment.
• Ability to navigate multiple small workstreams.

Technical Competencies

• Google Workspace (Docs, Sheets, Slides, Drive).
• Zoom basics (advanced preferred).
• Monday.com or similar task-management platforms.
• CRM data entry and maintenance.
• Document formatting skills.
• Simple website content editing (Drupal/WordPress/etc.).
• Optional: light image editing experience.

Role & Scope Boundaries

These are not part of the role:

• Bookkeeping, financial compliance, or audits.
• Strategic project management or program design.
• Event leadership or event management.
• IT systems administration.
• CRM architecture or system-level CRM management.
• Ownership of membership program operations.
• High-level marketing or messaging strategy.

Hybrid Expectations

• Approximately 2–3 in-person days per month in Corte Madera, California, depending on events.
• Regular remote weekday availability for consistent, light-touch support.

Reporting Structure

Reports to a senior operations leader and works closely with the President and core team.

How to Apply

Please submit a résumé and cover letter describing your interest in the role to hr@itp-international.org with “Executive & Administrative Assistant application” in the subject line. Applications will be reviewed on a rolling basis beginning the week of January 5, 2026.

Equal Opportunity Statement

ITPI is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by law. We are committed to creating an inclusive and welcoming workplace.

Benefits include flexible schedule and free access to high-quality personal development programming.