Executive Assistant

Executive Assistant

Position Summary

The Executive Assistant for the Vascular Birthmarks Foundation (VBF) is a contractor position responsible for supporting not only the Executive Director, but also the entire team, including Marketing, Tech, Finance, Operations, Ambassadors, and Board. This position has a key role in assisting with event management, board tasks, communications, accreditation, scheduling travel and meetings, creating agendas, taking meeting minutes, and more. This is a 20 hour/week remote NY capital region position, with minimal local travel expected. Availability must be flexible. Pay is $28/hour.

Responsibilities for Team Support:

• Keep VBF current with all accreditations
• Actively support all staff and board meetings with scheduling, agendas, and minutes
• Assist in setting up virtual events, maintain registrations, send communications, and provide technical support during events
• Maintain and update Standard Operating Procedures manual for all programs
• Create surveys for research, scheduling, and feedback purposes
• Work on special projects and perform other duties, as assigned

Responsibilities for Executive Director Support:

• Maintain calendar and meetings
• Manage email communications
• Schedule virtual meetings and provide tech support as needed
• Schedule travel and provide travel itineraries

Desired Experience:

• Bachelor’s degree in Business Administration or Communications
• Prior professional experience of 3 to 5 years in a nonprofit organization in an executive administrative function
• Proficiency in Microsoft Office Suite and Google Workspace
• Familiarity with Facebook, Zoom, Basecamp, Survey Monkey, and CRM software
• Experience in working remotely

Desired Attributes:

• Excellent interpersonal and written communications skills
• Strong organizational skills
• Technology competent
• Self-motivated and a self-starter with proven time management strategies
• Ability to work both independently and as part of a team, managing multiple tasks concurrently

Apply with cover letter and resume directly to [email protected].

The Vascular Birthmarks Foundation (VBF) is the leading international charitable organization that helps those born with vascular birthmarks, anomalies, and/or related syndromes (VBARS). For over 30 years, we have operated as an international organization that networks those affected to the appropriate medical professionals for evaluation and treatment. VBF also educates physicians and affected families regarding treatment options, supports relevant research, mobilizes medical missions, and empowers those living with vascular birthmarks.

Job Type: Part-time

Pay: $28.00 per hour

Experience:

• Executive administrative support: 3 years (Required)
• Microsoft Office Suite and Google Workspace : 3 years (Required)
• non-profit work: 3 years (Preferred)
• administrative non-profit Board : 1 year (Preferred)

Location:

• Albany, NY (Required)

Work Location: Remote