How to Apply
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Read the full job description below and complete this application form: https://forms.gle/QyEZttvTBeAiThLs5
United Planet is a global nonprofit organization dedicated to building cross-cultural understanding through volunteer abroad programs, virtual volunteering, virtual exchange programs, and education initiatives.
As the Executive Assistant, you will play a critical role enabling the CEO to lead, strategize, and execute key initiatives across programs, communications, partnerships, and governance.
Position Summary
The Executive Assistant to the CEO will be a versatile, highly organized, proactive professional who acts as a force multiplier for the CEO’s effectiveness. You will help manage information flow, communications, meetings, reports, and special initiatives, and coordinate across teams including marketing, Quest programs, and operations. You will also serve as liaison with internal and external stakeholders (including the Board of Directors) to ensure follow-up, accountability, and alignment.
We believe the position will start part-time but it could be full-time for the right candidate who knows how to hit the ground running.
Key Responsibilities
Human Resources
- Manage HR documents and process compliance
- Onboard new hires and offboard departing employees
- Support Operations Manager in special projects.
Communication & Information Management
Monitor and read selected blogs, industry publications, partner newsletters, and relevant news; surface highlights, insights, and potential opportunities to the CEO.
Suggest newsletter topics, themes, or content ideas; assist with drafting or curating content for the organization’s newsletter.
Draft or prepare email responses, correspondence, and briefing notes as needed, on behalf of the CEO.
Meetings, Minutes & Action Tracking
Attend (or join) leadership meetings, donor calls, partner meetings, and internal staff meetings alongside the CEO (as needed).
Take structured meeting minutes, capture action items, owners, deadlines, and decisions.
Maintain a transparent action-item tracker with follow-ups and reminders.
Coordinate with Project Managers to ensure execution and follow-through on action items.
Prepare meeting agendas in advance, circulating supporting materials and ensuring participants have context.
Program & Initiative Coordination
Serve as coordinator or project manager for internal initiatives like UPLift, ensuring timelines, stakeholder engagement, resource allocation, and internal alignment.
Communicate with program leads, external partners, and internal teams to track milestones, escalate issues, and ensure deliverables are met.
Monitor progress and generate status updates, risk assessments, and flag blockers for the CEO.
Materials & Presentations
Create or manage the development of presentations (slides, visuals, data summaries, and supporting material) for internal or external audiences (e.g. staff meetings, funder briefings, conferences).
Collaborate with marketing, design, or content teams to produce collateral (reports, one-pagers, infographics, pitch decks, social media assets) aligned with organizational branding and messaging.
Ensure high quality, consistency, and professional polish in all materials.
Governance & Board Relations
Prepare Board of Directors (BOD) reporting: gather inputs from across departments, synthesize performance metrics, produce narrative and visual summaries, and deliver reports on schedule.
Assist the CEO in preparing for board meetings (drafting agendas, materials, slide decks, pre-reads, talking points).
Track board decisions and action items, follow up with relevant staff, and report status to the CEO.
Qualifications & Skills
Required
Exceptional written and verbal communication skills in English. Clarity, professionalism, and strong editing ability.
Highly organized, detail-oriented, with demonstrated ability to manage multiple priorities and competing deadlines.
Strong initiative, resourcefulness, ability to anticipate needs, and problem-solving mindset.
Proficiency in Microsoft Office / Google Workspace (Docs, Sheets, Slides), project management tools (Asana, Trello, Airtable, etc.), and email/calendar systems.
Ability to work with minimal supervision, manage ambiguity, and adapt quickly as priorities evolve.
Excellent interpersonal skills. Able to liaise with internal and external stakeholders, build trust, and manage upward and laterally.
Must have a stable internet connection
Must have a personal computer and a smart phone with memory space to add 1-2 authenticator apps
Must be 18 years of age or older
Preferred / Advantageous
3–5+ years of experience as an executive assistant or equivalent role supporting senior leadership (ideally in nonprofit or international development sectors).
Previous Human Resources experience
Experience or comfort in nonprofit, international development, volunteer programs, or global education sectors.
Skill in visual design, basic data visualization, infographic creation, or working with design/marketing teams.
- Understanding of governance, board operations, nonprofit reporting standards, and funder relations.
Benefits
Gain experience working on an international team.
Work in a friendly and dedicated environment and be mentored by experienced managers.
Acquire valuable and transferable skills.
Work remotely from home or your preferred location.
Assist in building a global non-governmental organization which will make an increasingly positive impact in the world for many years to come.
Gain knowledge of how international organizations operate worldwide.
After completion of your time on staff at UP, you will receive the opportunity to participate in United Planet’s International Volunteer (Quest) Programs at cost for life!
Location: Remote, candidate can be authorized to work in any country
Hours: Must be able to work 9am-5pm ET (40 hours/week)
Eastern Standard Time (EST) (UTC-5) in winter and Eastern Daylight Time (EDT) (UTC-4) in summer, observing Daylight Saving Time (DST)
Duration: Ongoing, growth potential for the right candidate.