67604809532 - Executive & Operations Assistant

A US executive who leads both a performing arts nonprofit and a growing hospitality business is looking for a remote executive and operations assistant to take on the administrative and operational work across both organizations.

The executive is community-facing and focused on growth, but currently spends too much time on operational work. You will be their reliable right hand. You will own inbox management, community correspondence, grant research, vendor follow-ups, internal documentation, and research for both organizations. You work US Eastern Time hours so that work is ready before the executive’s day begins. This is a long-term role for someone organized and proactive who can switch between very different tasks and organizations without missing a beat.

• Strong written English that is professional, warm, and clear
• Proven experience managing busy inboxes, with sound judgment about what needs attention first
• Highly organized and detail-oriented, so nothing falls through the cracks
• Confident researching grants, vendors, products, and general information
• Proactive and self-managing
• Comfortable supporting two very different organizations at the same time
• Available to work US Eastern Time business hours

• Experience in nonprofit administration or grant research
• Experience writing SOPs or process documentation

• →Manage public-facing and executive inboxes that receive 10 to 20 community emails per day
• →Draft and send responses on the organization’s behalf as a friendly community ambassador
• →Triage emails and route them to the right person, team, or website resource
• →Follow up on outstanding invoices, vendor and supplier questions, licensing, and compliance items
• →Gather information for the bookkeepers and HR and pass it on
• →Research grant opportunities for the nonprofit, track deadlines and requirements, and help prepare applications and supporting materials
• →Research and source products, equipment, and services as needed
• →Build and update SOPs and training manuals for both organizations, and support process improvements
• →Support research, logistics, and planning materials for opening new locations in other states

This is a full-time, fully remote independent contractor role on US Eastern Time business hours, open to candidates based in South Africa. The start date is as soon as possible.

• Takes ownership and keeps things moving without being chased
• Writes with warmth and represents an organization well in public
• Switches easily between inbox work, research, and operations
• Enjoys building systems and documentation that make work easier
• Wants a long-term role supporting a growing leader