About Us

Admin Apto, Inc. is on a mission to help amazing companies thrive. We specialize in fostering long-lasting partnerships between career-focused, US-based Executive Assistants and mission-driven organizations. Our organization connects career-focused Assistants with fully remote, 1099 contractor opportunities. We believe that a strategically paired Executive Assistant is more than an administrator. They are a business partner for growth. We hope you will join us in growing new and inspiring partnerships!

Our Commitment

We strive to provide equity, respect, and recognition to our members, transparency to our clients, and uphold our promise of social responsibility for those who place their trust in our care. We are committed to providing equal-opportunity placement for all applicants through a no-headhunting, AI filter-free application and vetting process.

Client Profile

Our client, an East Coast-based and globally funded foundation focused on philanthropic impact investment, is committed to promoting economic growth. Their mission is to partner with employers to attract, nurture, and advance diverse professionals and thought leaders across industries. They address the pressing need for workforce diversity through educational initiatives, small business investment and scaling, and resources designed for executives and diversity champions. The team is passionate about directing funding and assistance to professionals of color, marginalized and disenfranchised communities, and women-owned startups. The foundation hosts extensive networking events, industry-specific training, and civic participation opportunities.

Driven by the fundamental values of diversity, equity, and inclusion (DEI), the foundation fosters diverse workplaces through their investments to establish organizational commitments to equality, beginning at an organization's points of origin.

If you are driven by a desire to make a substantial societal impact through diversity and inclusion, this opportunity provides a platform to effect meaningful change. The team is currently in search of a confident, well-organized, proactive individual with exceptional communication skills, particularly in delicate situations involving prominent stakeholders. All applicants must have a demonstrable background in supporting and interacting with high-profile organizations and individual donors. This role will primarily support the Chief Executive Officer (CEO), Chief Financial Officer (CFO), Chief Operating Officer (COO), and the Director of Marketing. Ad-hoc support to the team will be required as it relates to project support.

Responsibilities and Duties

• Screening Communication: Manage incoming emails and messages, carefully filtering and prioritizing communication to ensure that only relevant and necessary information reaches the executive and their team members.

• Liaison: Serve as a trusted intermediary between the client and external parties, effectively communicating their preferences and managing expectations while upholding their privacy concerns.

• Confidentiality Maintenance: Handle sensitive information with the utmost discretion, ensuring confidentiality agreements are respected and maintaining strict confidentiality protocols. This may also include safeguarding the client's personal and professional information and implementing security measures to prevent unauthorized access or disclosure. Stay informed about best practices in privacy protection and executive assistance, continually refining processes to enhance privacy safeguards and efficiency in supporting the client.

• Calendar Management: Coordinate calendar management by handling meeting requests, scheduling, and appointment prioritization. Maintain and update multiple calendars across various systems. Proactively anticipate needs based on location, priority, and urgency.

• Meeting Coordination and Management: Attend both internal and external meetings with clients, compiling detailed meeting minutes, preparing preliminary notes, summarizing key points and action items, and assisting in creating, editing, and supporting presentations and related tasks as required.

• New Systems Implementation: Create and deploy Standard Operating Procedures (SOPs) to enhance team productivity. Research, recommend, and execute approved solutions for addressing both current and anticipated logistical challenges.

• Email Administration: Manage email correspondence with funders, grantees, contractors, and vendors.

• Material Generation and Copyediting: Produce reports, slide decks, spreadsheets, and meeting facilitation materials while preserving branding, and ensuring accuracy and clarity through meticulous copyediting.

• Travel Planning: Oversee complex domestic and international travel arrangements, meticulously planning detailed itineraries including accommodations and ground transportation, while also coordinating necessary travel documentation.

• Travel Liaison: Coordinate travel itineraries for approximately 25 event participants, serving as the intermediary between participants and the designated travel agency.

• Workflow Management: Coordinate team workflow, including work blocks, review times, and hand-offs.

• Budgeting and Expense Management: Monitor the project budget comprehensively on a monthly basis, utilizing monthly financial reports provided. Facilitate the processing of monthly expense reports as required.

• Event Coordination: Manage vendor relations, talent acquisition, scheduling, supervision of support personnel and volunteers, and financial oversight for remote and in-person events.

Skills

• Skilled in proactively developing solutions independently.

• Prior experience in supporting indigenous communities is advantageous.

• Possesses a high level of racial awareness and sensitivity.

• Experience working with high-profile clientele.

• Demonstrates professionalism consistent with industry standards during client video calls.

• Exemplary time management abilities ensuring timely task completion.

• Demonstrates strong organizational capabilities and adeptness at handling multiple tasks simultaneously.

• Capable of innovative problem-solving with minimal guidance.

• Demonstrates a rapid learning capacity and eagerness to acquire new skills.

• Utilizes tact and diplomacy effectively in resolving conflicts.

• Proficient in synthesizing information to determine subsequent actions.

Experience Requirements

• Six (6) years of relevant experience providing Executive support, including:

• Meeting and scheduling in conflicting time zones.

• Managing multiple, complex online calendars.

• Project management experience is preferred.

• Two (2) years of experience providing support to national board members.

Equipment

• Working computer

• Dependable camera

• High-speed internet connection

• Reliable cell phone and service

• Quiet, clean workspace free of distractions and interruptions for client meetings

Programs

Candidates must be proficient in all of the following:

• Microsoft Suite including MS Project

• Google Workspace: Drive

• SAP Concur

• Some Adobe Illustrator

Emergency, After-Hours Outreach Includes

• Flight cancellation

• Medical emergencies

• Evacuation emergencies

• Lost or stolen devices/credit cards