Executive Assistant

Job Description

REPORTS TO

Interim Executive Director

SUPERVISES

None

STATUS

Nonexempt or exempt as determined by Astra; full-time

LOCATION

Remote; attendance at Astra meetings and events required

TRAVEL

As required, including 10+ consecutive days for Marketplace & Academy

Role Overview

Provides high-level administrative and organizational support to the Executive Director, serving as a trusted partner and the organization’s keeper of details, information, and follow-through. This position helps protect the Executive Director’s time and focus by anticipating needs, managing priorities, coordinating communication, and ensuring important commitments move forward. By keeping staff, committees, projects, records, resources, and internal processes connected and organized, the Executive Assistant helps the Executive Director maintain a clear view of organizational priorities while identifying opportunities to improve efficiencies, streamline workflows, strengthen coordination, and support the overall effectiveness of Astra.

Executive & Meeting Support

• Prepare the Executive Director for meetings; develop agendas and materials; coordinate scheduling and logistics; capture decisions and action items; and ensure follow-through.
• Coordinate preparation and follow-up for the Executive Committee, Board, staff, committee, and other key meetings.
• Maintain confidential files and communications and exercise sound judgment when handling sensitive organizational matters.

Committee Engagement

• Maintain master committee lists and spreadsheets.
• Assist the Executive Director with Advocacy committee efforts.
• Participate in committee meetings, take notes, and brief the Executive Director on important details and action items.

Organizational Coordination

• Maintain a master organizational calendar of major initiatives, meetings, campaigns, programs, committees, deadlines, and deliverables.
• Document and maintain standard operating procedures for recurring administrative and cross-department processes.
• Stay informed about major work across departments; surface gaps, conflicts, dependencies, duplication, and opportunities to collaborate.
• Track organization-wide action items and help staff understand overlapping priorities and deadlines without creating an additional management layer.
• Support committee coordination so volunteer groups understand their roles, remain aligned with staff and Board priorities, and complete follow-up.

Keeper of Information & Quality

• Maintain organized records for passwords and access documentation, equipment and supply inventories, key contacts, recurring procedures, templates, and administrative reference materials using approved security practices.
• Proofread important communications, reports, presentations, agendas, and documents for accuracy, grammar, consistency, tone, and professionalism.
• Coordinate equipment assignments, returns, supply needs, and inventory records with the appropriate system owner and Operations & Finance.
• Identify and implement practical internal efficiencies that improve communication, reduce duplication, and strengthen follow-through.
• Keep the shared drive organized, including folder structure, duplicate removal, and archiving.

Special Projects & Cross-Functional Responsibilities

• Own cross-department projects and priorities assigned by the Executive Director, including administrative follow-up, hotel bill reconciliation, barter tracking, invoice support, advocacy coordination, and other defined work.
• Act as an organizational connector across managers and specialists while respecting functional ownership and decision rights.
• Partner with Operations & Finance on records, invoices, equipment, administrative controls, and process documentation.
• Coordinate supply ordering, shipping, mailings, and printing jobs, including vendor communication and delivery deadlines.

Performance Criteria

• Executive, Board, and staff meetings are well prepared  and action items are documented and completed.
• The organizational calendar is current, useful, and reduces conflicting deadlines or uncoordinated member requests.
• Important materials are accurate, polished, and proofread before release.
• Passwords, equipment, records, templates, and recurring procedures are organized, secure, and retrievable.
• Risks, gaps, and stalled follow-up are surfaced early and resolved or escalated appropriately.
• Internal processes become clearer, more efficient, and less dependent on one person's memory.
• Shared Google Drives are consistently organized, easy to navigate, and regularly reviewed to ensure files are current, accurately filed, free of unnecessary duplicates, and easy for staff to locate and use.

Qualifications & Competencies

• Experience supporting senior executives, Boards, associations, nonprofits, or complex multi-stakeholder work.
• Exceptional organization, writing, proofreading, scheduling, discretion, judgment, and follow-through.
• Ability to see across departments, manage competing priorities, anticipate needs, and move work forward without overstepping functional ownership.
• Strong proficiency with Google Workspace or Microsoft Office, shared calendars, document management, virtual meetings, and administrative systems.

Core Responsibilities & Astra Expectations

• Represent Astra professionally and positively in every interaction with members, volunteers, exhibitors, sponsors, speakers, partners, vendors, and the public.
• Treat Astra's success as a shared responsibility; learn the organization's programs, services, and initiatives and connect questions to the appropriate staff resource.
• Communicate openly, coordinate key decisions and broad member communications with the appropriate team members, and support cross-department priorities when needed.
• Deliver accurate, professional work on schedule; demonstrate sound judgment, integrity, discretion, attention to detail, and exceptional service.
• Work effectively in a fast-paced, collaborative, and evolving environment; take initiative, anticipate needs, identify problems early, and move work forward with appropriate independence.
• Maintain organized, accessible records and document recurring processes so work can continue during absences and transitions.
• Comply with the Employee Handbook and all Astra policies, including confidentiality, conflicts of interest, information security, expense reimbursement, professional conduct, and social media requirements.
• Be willing and able to travel for Astra meetings and events, including being away from home for 10 or more consecutive days for Marketplace & Academy, as required.
• Perform other duties reasonably assigned consistent with the position and Astra's needs.