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.
• Inte…