Benefits:

Bonus based on performance

Paid time off

Training & development

Overview We are seeking an experienced Executive Assistant to provide high-level support to the Executive Director (ED) of The Sun Bus (thesunbus.org). The ideal candidate will be highly organized, detail-oriented, and able to handle a wide range of administrative and executive support tasks.

Responsibilities

• Manage and maintain the ED's schedule
• Coordinate meetings, conferences, and travel arrangements and subsequent expense reporting and reconciliation
• Prepare reports, presentations, and correspondence on behalf of the ED
• Conduct research and compile data as needed
• Act as the point of contact between the ED and internal/external stakeholders
• Handle sensitive and confidential information, documents, and contracts with discretion
• Perform general office management duties such as filing, answering phones, and emails
• Prepare and reconcile executive expense reports
• Board meeting scheduling, compiling and preparing documents
• Organizing and manage The Sun Bus retreats, meetings, gatherings, and conferences
• Draft preliminary contracts, SOP documents and correspondence for executive review
• Prioritize tasks on behalf of executive and represent at meetings when executive is unable to attend.
• Invoice contracts between outside organizations and The Sun Bus and keep track of invoice payments

Other Responsibilities

• Attend team meetings, prepare and distribute background material, agenda items and take and manage minutes
• Take and distribute minutes for Board and Committee meetings
• Order supplies and merchandise
• Schedule team travel arrangements including reservations (airline, car rental, local ground transportation, hotel, and conference arrangements)
• Prepare weekly, monthly or quarterly reports and presentations
• Ensure that files are properly maintained and updated
• Assist with event planning and attending events as needed
• Website modifications, management and maintenance: Willing to learn about using and modifying website platforms.

Qualifications

• Proven experience as an Executive Assistant or similar role
• Strong time management, organizational skills with the ability to prioritize tasks and exceptional attention to detail
• Proficient in computer literacy including MS Office suite and google workspace
• Excellent proofreading and editing skills, excellent written and verbal communication and customer service skills
• Knowledge of office management systems and procedures
• Ability to transcribe accurately and type efficiently
• Ability to work independently and in a culturally diverse team

Preferred Qualifications:

• Experience in clinic, public health or dermatology
• Proficiency in Adobe suite, Canva, and design software

Flexible work from home options available.