Executive Assistant

(Location: REMOTE, preference for candidates within a 2-hour travel radius of NYC or LA.)

Founded in 2012 by Seth Rogen and Lauren Miller Rogen, HFC is a nationally recognized organization that is changing the trajectory of Alzheimer’s disease and related dementias (ADRD) through broad-scale awareness, brain health education, and tangible support for families impacted by the disease. HFC’s mission is to care for families impacted by this disease, activate the next generation of Alzheimer’s advocates, and be a leader in brain health research and education.

HFC is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the executive leadership team. The ideal candidate will have exceptional communication skills, a strong ability to manage multiple tasks, and a passion for our mission. This role is crucial in ensuring the smooth operation of executive activities and contributing to the overall efficiency and effectiveness of the organization.

Scope of Responsibility:

General Administration:

• Serve as a strategic partner to the Executive Director by managing priorities, triaging requests, and acting as a gatekeeper to ensure time is aligned with organizational priorities
• Provide admin support to the Executive Director and Executive Team, including complex calendar management, scheduling, communications, and travel coordination
• Draft and manage professional communications on behalf of the Executive Director and Executive Team, including emails, donor correspondence, and internal updates
• Coordinate and support internal and external meetings, including logistics, agenda development, note-taking, and follow-up on action items to ensure strong execution
• Lead conference and event logistics, including booth reservations, vendor coordination, furniture and electrical orders, and cross-functional collaboration with Communications on design and materials
• Support the HFC team with administrative tasks as needed
• Track, manage, and follow up on key action items and priorities to ensure timely execution
• Oversee gifts and incentives for HFC partners and supporters
• Organize/maintain the HFC Google Drive, following designated protocols for file storage and archiving
• Handle sensitive and confidential information with the highest level of discretion, sound judgment, and professionalism at all times

Board Administrative Support:

• Coordinate meetings, prepare materials and take minutes
• Support board members with communications, logistics, scheduling and correspondence.
• Oversee and support board committees as needed.

Development Administration:

• Assist in outreach and scheduling meetings with organizational donors to support fundraising efforts.
• Generate reports and prepare presentations for donor meetings and fundraising campaigns.
• Support the events team in the planning of HFC events, including fundraisers, awareness campaigns, and programming, ensuring strong execution across logistics, communications, and stakeholder experience
• Coordinate with vendors, volunteers, and other stakeholders to ensure successful event execution

Operations & Process Support:

• Identify opportunities to improve administrative systems, workflows, and processes to increase efficiency across the organization
• Support cross-functional coordination across Operations, Development, Programs, and Communications teams as needed

Other Duties:

• Perform other duties as assigned by the Executive Director to support HFC’s goals and mission

Qualifications:

• Bachelor's degree in a relevant field or equivalent experience
• Proven experience in executive support, preferably in a non-profit or healthcare environment.
• Excellent organizational and time management skills, ability to prioritize tasks and meet deadlines.
• Strong interpersonal skills, ability to communicate effectively with a diverse range of stakeholders.
• Proficiency in Google Workspace (Docs, Sheets, Slides, Gmail, Drive), Asana, Salesforce (or similar CRM software)
• Demonstrated ability to maintain strict confidentiality and exercise exceptional discretion in handling highly sensitive information; this is a critical requirement of the role

Specifications:

• Based in the greater Los Angeles metro, New York metro, or Fairfield County, CT areas
• Full-time, remote position with a flexible schedule
• Some evenings and occasional weekends to accommodate board schedules and event support

Compensation & Benefits:

• Salary range: $50,000-$65,000
• HFC values our employees’ time and efforts. Our commitment to your success is enhanced by our competitive benefits package, including employer-paid health insurance, retirement plan with employer-matching, professional development opportunities, and paid time off.
• The opportunity to be part of an innovative and mission-driven organization making a tangible impact on advancing brain health education and Alzheimer’s care, support and advocacy.

How to Apply:

Please submit your resume, salary expectations, and a brief cover letter describing your experience supporting senior leaders and your interest in this role to jobs@wearehfc.org for full consideration. Applications submitted through job posting sites will not be considered. Applications will be reviewed on a rolling basis until the position is filled.

There’s no such thing as a perfect candidate, so don’t let imposter syndrome hold you back. You don’t need 100% of the preferred qualifications to add value to our team. Our supporters come from all different backgrounds, and so do our employees. If you’re passionate about what you could accomplish here, we’d love to hear from you.

DEI Statement: We work to maintain the best possible environment for our employees, where people can learn and grow with the organization. We strive to provide an environment where each person is encouraged to contribute to our processes, decisions, planning and culture.

At HFC, we take DEI seriously, but we also know that laughing together is a great way to build understanding and create a more inclusive environment. We're like a diverse group of superheroes, with unique powers and perspectives, coming together to make the world a better place.

We’re committed to creating a workplace culture that celebrates differences and embraces everyone's quirks. We believe that diversity is not just about race, gender, or ethnicity, but also about the many different ways that people express themselves and experience the world around them. Our DEI efforts are not just lip service - we're taking action to ensure that everyone is welcome and valued. We know that humor can be a powerful tool for breaking down barriers and bringing people together. So, we invite you to bring your sense of humor to work, and help us create a workplace where everyone is free to be their authentic selves.

• HFC values our employees’ time and efforts. Our commitment to your success is enhanced by our competitive benefits package, including employer-paid health insurance, retirement plan with employer-matching, professional development opportunities, and paid time off.
• The opportunity to be part of an innovative and mission-driven organization making a tangible impact on advancing brain health education and Alzheimer’s care, support and advocacy.