Executive Assistant

Job Type

Full Time


Details: Competitive local salary



Start Date:


Application Deadline:



Oficina de Fundacion Familia Maya, Calle del Rastro


Mayan Families is a growing and vibrant registered 501.c.3 non-profit organization that provides opportunities and assistance to indigenous and impoverished people of Guatemala through a wide variety of programs that focus on education and community development.

We are looking for a highly organized Executive Assistant to act as a key member of staff to support our Interim Executive Director and Director of Operations in managing the day-to-day operations of the organization and providing donor communication and some program support. This is a great entry-level position for an extremely organized individual who is keen to work in a busy and thriving NGO in Guatemala. It provides a unique opportunity to be involved with all our programs and develop valuable office skills whilst working and acting as a representative of Mayan Families to a range of key stakeholders and staff.


Office Administration

  • Manage director's’ calendar, appointments, email and calls.
  • Record minutes at meetings and distribute information materials as needed
  • Organize and prioritize director’s email account, including responding to donor enquiries.
  • Attend events as the director's representative.
  • Provide administrative support for new employees
  • Coordinate and schedule team meetings
  • Take minutes and circulate related documents as needed
  • Develop work agreements for both internal and external use


  • Assist with budget creation and financial reporting
  • Oversee HR hiring activities: write position descriptions, short-list candidates, schedule and perform interviews
  • Provide administration support for new interns and employees: develop training schedules, organize evaluations, and maintain employee paperwork and records

Donor Communications

  • Answer Skype calls for general inquiries and donations processing
  • Follow up on donor inquiries, missing payments and allocation issues
  • Issue donor acknowledgements and thank you letters
  • Work with donor relations staff members to ensure donations are correctly allocated

Volunteer & Groups Support

  • Conduct office tours for volunteers and visitors
  • Assist with group visits, translations and dinners with donors
  • Support Director and Volunteer Program Staff in organizing and scheduling welcome and farewell dinners for volunteer groups.

Required skills and qualifications:

  • Fluent English and advanced Spanish required
  • Bachelor’s Degree in relevant field
  • Excellent communication skills
  • Ability to negotiate with different stakeholders both internally and externally
  • Past experience in multi-tasking and coordinating multiple projects at once
  • High-level of Microsoft Office or equivalent (particularly Word, Excel and PowerPoint)
  • Past experience in either customer service or donor relations a bonus
  • A passion for Central America and an understanding of the issues faced in Guatemala.
  • Previous experience in working in nonprofits preferred

The successful applicant must be prepared to relocate to Panajachel, Guatemala for an initial period of 18 months.

This position needs to be filled as soon as possible. We will continue to accept applications until the position is filled.

Professional Level

None specified

Minimum Education Required

4-year degree

How To Apply



Interested applicants should send cover letter and resume to hr@mayanfamilies.org

Please write "Executive Assistant-LAST NAME" as the subject of the email.

This position needs to be filled as soon as possible. We will continue to accept applications until the position is filled.