Nonprofit
Volunteer Executive Assistant to the President & CEO
Details
Description
Time Commitment: A few hours per week
Recurrence/Term: Recurring/Long Term
Cause Areas: Civic Engagement, Community Development, Economic Development, Education, International Relations
Volunteer / Pro Bono | Remote | Approximately 6–10 hours per week
About ADUD
African Diaspora United, Inc., doing business as African Diaspora United for Development (ADUD), is a U.S. 501(c)(3) nonprofit organization working to advance African and African diaspora development, collaboration, institutional capacity, leadership, and global engagement.
ADUD is currently undertaking a significant organizational relaunch and institutional transformation. This includes strengthening governance and operations, modernizing internal systems, relaunching programs and publications, expanding partnerships and funding capacity, recruiting new volunteers and advisors, and building the institutional infrastructure required for long-term growth.
ADUD is seeking a highly organized, dependable, and detail-oriented Volunteer Executive Assistant to the President & CEO to provide direct administrative, documentation, coordination, and executive-support assistance during this important period.
Position Summary
The Executive Assistant will work closely with the President & CEO and help bring greater structure, consistency, and follow-through to the Executive Office.
This is not simply a calendar-management role. A significant portion of the assignment will involve document preparation, formatting, proofreading, correspondence, meeting support, follow-up, information organization, and coordination across multiple relaunch workstreams.
The ideal volunteer will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations. They should take pride in producing polished work, notices inconsistencies others may miss, follows instructions carefully, details oriented, and can handle confidential organizational information with discretion.
During the relaunch, the Executive Assistant will frequently help transform drafts, notes, working documents, reports, correspondence, and project materials into professional, organized, executive-ready products.
Core Responsibilities
- Executive and Administrative Support
- Provide direct administrative support to the President & CEO.
- Help organize President & CEO priorities, follow-ups, deadlines, requests, and pending actions.
- Maintain organized lists of matters requiring executive review, decision, signature, response, or follow-up.
- Assist with scheduling and coordination of meetings, interviews, consultant sessions, Board or committee activities, and external conversations.
- Prepare meeting agendas, briefing materials, background documents, and follow-up notes when requested.
- Track commitments and action items arising from executive meetings and correspondence.
- Help ensure that important matters do not become lost across email, Teams conversations, documents, or different workstreams.
- Responding to emails/draft responses and document requests on behalf of the President & CEO
- Draft slides, meeting notes and documents for the President & CEO
Records Management , Files & Information Organization
- Maintain orderly Executive Office files within approved ADUD Microsoft 365 environments.
- Use ADUD naming, versioning, document-control, and records practices.
- Assist with transferring finalized institutional materials from individual working locations into designated Teams, SharePoint, AICE, or other approved repositories.
- Help maintain indexes, registers, trackers, and reference files where assigned.
- Avoid uncontrolled duplication of institutional documents.
- Handle confidential, executive, personnel, governance, partnership, and other nonpublic information appropriately.
Immediate Priorities:
During the first 30–60 days, priorities are expected to include:
- becoming familiar with ADUD's Executive Office, Relaunch structure, document standards, Digital Teams/SharePoint environment, and active workstreams;
- assisting with formatting and quality review of high-priority relaunch documents;
- establishing an organized executive follow-up and pending-actions system;
- supporting consultant/workstream submission, deliverable, and review tracking;
- helping organize Executive Office correspondence and formal approvals;
- improving consistency across recurring executive documents and templates;
- organizing key working and reference materials; and
- identifying simple administrative improvements that reduce repetitive executive work.
Working Relationship
The Executive Assistant reports directly to the President & CEO. The role will interact regularly with members of the Executive Bureau/operations team, Directors, Board Trustees and committee leadership, consultants, volunteers, advisors, and other authorized participants.
Preferred qualifications include:
- experience as an Executive Assistant, Administrative Assistant, Project Coordinator, Office Coordinator, Legal/Administrative Assistant, Board or nonprofit administrator, or comparable role;
- excellent written English, proofreading, grammar, and document-review skills;
- strong Microsoft Word skills, including styles, formatting, tables, page layout, headers/footers, section breaks, numbering, and professional document production;
- working knowledge of Outlook, Teams, OneDrive, SharePoint, Excel, and PowerPoint, or the ability to learn them quickly;
- demonstrated ability to organize multiple assignments, deadlines, and follow-ups;
- strong attention to names, dates, versions, instructions, and details;
- ability to take a rough or inconsistent document and turn it into a polished professional product;
- discretion when handling confidential or sensitive information;
- ability to work independently while knowing when clarification or executive approval is required;
- comfort working with volunteers and professionals across different backgrounds, functions, and time zones; and
- reliability, responsiveness, and consistent follow-through.
- Expertise with Microsoft 365 core apps.
Previous nonprofit, association, executive-office, legal-office, governance, or mission-driven organizational experience is highly desired.
Time Commitment & Work Arrangement
- Volunteer / Pro Bono
- Approximately 6–10 hours per week, depending on availability and active workload.
- Primarily remote, Occasional in person if local hire.
- Flexible scheduling, although some responsiveness around scheduled meetings, document deadlines, on time delivery and executive priorities will be important.
- Initial commitment of approximately six months, with periodic review and the possibility of continuation by mutual agreement.
How to Apply
Please submit the following to hr@adud.org:
- resume or LinkedIn profile;
- a brief statement describing your interest in supporting ADUD and the President & CEO;
- your weekly availability;
- your expected length of commitment; and
- if available, a short example of a professional document, report, memorandum, presentation, or other administrative work product you formatted or prepared.
Location
Associated Location
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Core Responsibilities
Executive and Administrative Support
- Provide direct administrative support to the President & CEO.
- Help organize executive priorities, follow-ups, deadlines, requests, and pending actions.
- Maintain organized lists of matters requiring executive review, decision, signature, response, or follow-up.
- Assist with scheduling and coordination of selected meetings, interviews, consultant sessions, Board or committee activities, and external conversations.
- Prepare meeting agendas, briefing materials, background documents, and follow-up notes when requested.
- Track commitments and action items arising from executive meetings and correspondence.
- Help ensure that important matters do not become lost across email, Teams conversations, documents, or different workstreams.
Document Formatting & Production
This will be a major component of the position, particularly during the ADUD relaunch.
The Executive Assistant will:
- format Word documents, memoranda, reports, letters, briefing papers, position descriptions, project materials, policies, presentations, and other executive documents according to ADUD standards;
- clean and standardize documents prepared by different contributors;
- apply consistent headings, numbering, spacing, tables, headers, footers, page numbering, document-control information, and institutional formatting;
- check documents for visual consistency and professional presentation;
- prepare clean final or review-ready versions from working drafts;
- maintain version discipline and distinguish drafts, review copies, approved copies, and superseded versions;
- assist with preparing materials for electronic distribution, printing, meetings, or Board/executive review; and
- help maintain reusable Executive Office templates.
The successful candidate should be comfortable working extensively in Microsoft Word and should care about how a document looks as well as what it says.
Proofreading & Quality Control
- Proofread documents for grammar, spelling, punctuation, formatting, consistency, clarity, numbering, names, dates, titles, and obvious errors.
- Compare revised documents against source material to ensure important information has not been unintentionally omitted or changed.
- Identify inconsistencies, missing information, duplicated language, broken numbering, incomplete fields, or unclear references before materials reach executive review.
- Perform final document-quality checks before selected materials are distributed.
- Flag substantive questions for the President & CEO rather than making unauthorized policy or content decisions.
Executive Correspondence
- Assist with drafting, formatting, reviewing, and organizing routine executive correspondence.
- Prepare professional email drafts, letters, memoranda, acknowledgments, follow-ups, introductions, and meeting communications from executive instructions.
- Maintain appropriate records of important formal communications.
- Help organize incoming requests and identify items requiring executive action.
- Support follow-up with consultants, volunteers, partners, advisors, candidates, and internal leaders when authorized.
How to Apply
Please submit the following to hr@adud.org:
- resume or LinkedIn profile;
- a brief statement describing your interest in supporting ADUD and the President & CEO;
- your weekly availability;
- your expected length of commitment; and
- if available, a short example of a professional document, report, memorandum, presentation, or other administrative work product you formatted or prepared.
Applicants may be asked to complete a brief practical exercise involving proofreading and formatting a sample document as part of the selection process.
