Title: Executive Assistant & Internal Operations Partner
Location: Remote
Reports to: Chief Executive Officer
Position: Part-Time; 35-40 hours/month to start; variable based on needs (some weeks heavier, some lighter, flexibility required around events, travel, and dealdines)
Salary: $50-60/hour, depending on experience

About the Role: The Executive Assistant & Internal Operations Partner ensures the CEO’s time, focus, and energy are directed toward the organization’s highest priorities, and that those priorities are carried out efficiently and effectively. This includes full integration and management of both professional and personal calendars, proactive meeting preparation, streamlined workflows, and coordination with the COO to ensure timely delivery of materials and information from staff.

The successful candidate will be able to manage ambiguity, adapt quickly to shifting demands, and work effectively with an executive whose mind moves very quickly in a high-complexity environment.

Core Responsibilities:

1. Calendaring, Scheduling & Meeting Preparation
   • Own and integrate both professional and personal calendars across U.S. and Israeli time zones, aligning all commitments to organizational priorities.
   • Build preparation time into the calendar for every high-value meeting or event.
   • Ensure the CEO is fully prepared for each meeting – internal or external – with the necessary materials, context, and objectives.
   • Work with the COO to secure timely deliverables from staff, escalating as needed to keep timelines on track.
   • Track post-meeting follow-up and ensure completion before the next related meeting.
   • Over time, monitor, track, and assess the value of recurring and ad-hoc meetings, making recommendations to adjust, remove, or restructure those that are not advancing top priorities.
2. Inbox & Communication Flow
   • Triage and prioritize incoming correspondence; draft responses in the CEO’s voice for internal and external stakeholders.
   • Flag urgent matters immediately; track and resolve important but non-urgent items.
   • Ensure closed-loop communication on all active matters.
3. Internal Systems & Workflow Management
   • Identify and flag workflows, meetings, and processes that unnecessarily involve the CEO or create bottlenecks.
   • Surface issues promptly and propose practical solutions.
   • Build and maintain repeatable systems for recurring needs such as travel, event logistics, and meeting preparation.
4. Travel & Event Logistics
   • Plan and manage all travel arrangements, ensuring readiness and efficiency.
   • Coordinate logistics for events, retreats, and external engagements.

Qualifications:

• Proven experience in executive support with responsibility for integrated calendar management (including personal) and operational systems.
• Demonstrated success in fast-paced, startup-like environments with multiple competing priorities and mission-driven teams.
• Strong ability to manage ambiguity, prioritize in real time, and adapt to shifting demands.
• Skilled at working with fast-moving executives and distilling complex information into concise, actionable formats.
• Confident holding others accountable and working through the COO to resolve issues.
• Loves creating high structure and simplifying to the essentials.
• Advanced proficiency with Google Workspace, Zoom, WhatsApp, and task tracking tools; Salesforce and Mailchimp experience strongly preferred.
• High discretion and sound judgment in handling sensitive information.
• Based in the U.S. and available during core U.S. business hours, with flexibility for early or late meetings as needed.

Success Indicators (90 Days):

• CEO’s professional and personal calendars are integrated, optimized, and aligned to organizational priorities.
• Meeting preparation is consistent and complete, with materials delivered on time.
• Staff deliverables for CEO preparation are received without CEO intervention.
• Bottlenecks and unnecessary demands on CEO time are identified and addressed.
• Recurring processes run smoothly with minimal oversight.

To Apply:

Send a resume, brief cover letter outlining relevant experience in executive support, integrated calendar management, and operational systems, general availability, and time zone to jobs@encounterprograms.org with the subject line: Executive Assistant Application.

Encounter is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, gender identity, gender expression, age, status as an individual with a disability, or other applicable legally protected characteristics. All employment is decided on the basis of qualifications, merit, and business need.