Executive Assistant

Organization Overview

The Elba Hope Foundation is a nonprofit organization committed to advancing sustainable agriculture, conservation, food security, youth education, and advocacy. Our mission is to drive positive change by fostering innovation, empowering communities, and building strategic partnerships that contribute to the future of these sectors today and for generations to come.

Position Overview

The Elba Hope Foundation (EHF) is seeking a highly organized, emotionally intelligent, and proactive Executive Assistant to support our Executive Director. This is a highly administrative, part-time, and contractor role for someone who thrives on creating structure, owning communication, and logistics. The ideal candidate can manage complex calendars, sift through an email inbox with precision, support special projects (including research), and keep things moving in a fast-paced, mission-driven environment.

This position is primarily remote, though candidates based in NYC or the East Coast are strongly preferred for in-person meetings with the Executive Director in NYC.

Key Responsibilities

• Inbox Management: Monitor the Executive Director’s email inbox, flag high-priority messages, draft replies, and help manage follow-up.
• Scheduling: Coordinate internal and external meetings across time zones with speed and accuracy. Resolve conflicts and ensure adequate prep time.
• Administrative Support: Manage documents, filing systems, and notes; track tasks and deliverables; prepare agendas and coordinate logistics.
• Project Research: Support research projects with summaries, background briefs, or comparative analysis as needed.
• Meeting Follow-Up: Record and distribute notes, track action items, and ensure nothing falls through the cracks.
• Document Prep: Draft professional communications, organize folders, and ensure materials are ready in advance of meetings and events.
• Time Protection & Diplomacy: Act as a gatekeeper to protect the Executive Director’s time and energy. Use sound judgment and clear communication to say no or reprioritize requests as needed, always with professionalism, discretion, and kindness.

Qualifications

• 3+ years of experience in operations, administration, or a related role.
• Excellent written and verbal communication skills.
• Emotionally intelligent, kind, and grounded
• Able to handle ambiguity, change, and direct feedback without becoming overwhelmed
• Detail-oriented with exceptional organizational and communication skills
• Strong technological proficiency (Google Workspace, Zoom, Asana, etc.)
• Comfortable working behind the scenes and taking ownership of logistics
• Proactive with a “no task too small” attitude and a solutions mindset
• Demonstrated ability to act as a gatekeeper—diplomatic, assertive, and comfortable saying no or redirecting requests to protect executive time.
• Exercises sound judgment and maintains discretion when handling sensitive information or high-stakes communication.
• Comfortable working remotely with strong time management skills.
• Experience in nonprofit, startup, or mission-driven organizations is a plus.