About Us

Admin Apto, Inc. is on a mission to help amazing companies thrive by giving balance and living balanced. Our career-focused Executive Assistants share our goal of bringing the balance they have acquired throughout their careers and aligning their passions to support driven, remote-first teams. We strive to foster equity, equality, respect, and transparency towards our team members, clients, and candidates. Our goal is to uphold our promise to make thoughtful connections for those who place their trust in our care.

Our Commitment 

Our team is committed to providing the opportunity, resources, and professional connections that, when leveraged properly, allow Executive Assistants to live an enriching life while providing that enrichment to the teams they support. To accomplish this, we compensate every EA with a competitive and livable wage, maintain reasonable work schedules, and thoughtfully pair qualified candidates with amazing clients and opportunities.

Client Profile

Our client is a nationally recognized nonprofit organization dedicated to empowering the nation's youth, elevating their voices, and centering their experiences in their mission to dismantle systemic barriers that have historically impacted marginalized youth—including Black youth, youth of color, immigrant youth, disabled youth, LGBTQ+ youth, those in the child welfare system, and those in the juvenile justice system. Their work is rooted in the belief that every young person possesses inherent power, agency, and wisdom, and they are committed to transforming systems to reflect this truth.

Guided by a team of experienced lawyers, advocates, researchers, and service providers, the organization is driven by a vision of a world where every child has the full and fair opportunity to achieve the future they envision for themselves. Through impact litigation, policy advocacy, research, and collaboration, they remain committed to their mission of transforming classrooms, courtrooms, healthcare spaces, and beyond to amplify youth power, dismantle racism and structural inequities, and build policies, practices, and cultures that prioritize the well-being and ensure equity, dignity, and care for children and youth.

Opportunity Description

Our client is seeking an Executive Assistant with a deep and enduring passion for the organization's mission, along with a lifelong commitment to learning and team development. The Executive Assistant will provide comprehensive administrative support to the Executive Director and ad-hoc assistance to their team. Applicants with prior experience as a Senior Executive Assistant leading a team of administrative professionals, and those with verifiable experience in developing company-wide administrative structures, are highly encouraged to apply.

The Executive Assistant role will be essential in restructuring the Director’s availability to maintain their focus on strategic priorities by identifying and reabsorbing all administrative functions into the Executive Assistant role. The ideal candidate must demonstrate a highly adaptable and flexible nature, maintain a professional demeanor during sensitive engagements, and possess a strong ability to manage multiple, competing priorities. Timely follow-through, coupled with effective communication, relationship management, and discretion while liaising with external stakeholders and internal teams, is essential. All applicants must possess extensive experience in heavy travel coordination, managing complex calendars, and providing seamless project and meeting management support, including but not limited to meeting agendas, minutes, and meeting material development.

Additional priorities for this role include designing and implementing team-wide administrative structures and organization-wide systems, documenting Standard Operating Procedures (SOPs), and automating or streamlining existing workflows. Candidates should have a strong project management background, previous Board Management experience, expertise in optimizing existing organizational resources, and experience researching and implementing new technologies to enhance efficiency. Candidates with the ability to anticipate needs, think critically, research and problem-solve, and operate decisively and independently with minimal input are indispensable for success in this role.

Please note that this role may expand over time to support other members of the executive team, accompanied by an increase in monthly compensation. Candidates based in Pacific Standard Time (PST) are preferred. Only US-based applicants are eligible for this opportunity.

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Responsibilities

• Manage workloads efficiently by extracting tasks from the executive office and its team, allowing them to focus on high-priority activities, and streamline administrative operations for the team.

• 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.

• Optimize the Director's time by conducting advance reading, research, developing client profiles and briefings, and analysis to improve efficiency and decision-making.

• Perform various administrative tasks to support the leadership team, including leading or assisting on special projects as they arise.

• Proactively anticipate the Director's requests by gathering and providing necessary information, determining priorities and urgency, and referring non-routine requests to the appropriate staff members.

• Optimize the calendar by prioritizing and coordinating appointments and meetings to maximize productivity and minimize conflicts.

• Attend and manage meetings as necessary, including drafting agendas, taking notes, monitoring discussions, recording action items, and reporting on agenda deliverables to support completion of next steps.

• Maintain open communication with the leadership team, providing necessary information and documents. Establish feedback loops to measure resource performance.

• Strong focus on maximizing the team’s efforts by reducing redundancies and eliminating inefficiencies.

• Provide project management support such as designing documents and presentations, preparing meeting information, tracking program statuses across the team to ensure coordination, composing correspondence, and monitoring deliverable timelines.

• Keep the team informed of environmental issues that may influence project timelines and provide thoroughly researched recommendations for discussion.

• Oversee complex and frequently occurring travel arrangements, maintaining necessary travel documentation and profiles, and meticulously planning detailed itineraries including accommodations and ground transportation.

• Develop and implement new processes and systems to streamline workflow and communications, focusing heavily on SOP tracking, development, and new process implementation.

• Provide HR and compliance support for ongoing staffing initiatives, ensuring alignment with organizational goals.

• Support vendor management, talent acquisition, supervision of support personnel, and financial oversight, including budget development and tracking.

• Act as a stakeholder liaison and point of contact for Board members, addressing inquiries with professionalism, discretion, and sensitivity, while maintaining a strong focus on privacy, security, and confidentiality.

• Maintain security measures to prevent unauthorized access or disclosure of internal documents and stay informed on best practices in privacy protection.

• Provide Board meeting support including scheduling meetings; drafting agendas; developing, compiling, and distributing pre-read and presentation materials; and taking notes.

• Create reports, slide decks, spreadsheets, surveys, forms, and templates as needed.

• Reconcile receipts, expenses, and memberships to support the accounting department's expense reporting process.

Required Skills

• Previous Senior Executive Experience desired.

• Critical thinking, problem-solving, attention to detail, accuracy, and strong communication skills are a must.

• Extensive SOP development experience is required.

• Extensive experience in calendar and meeting management for multiple executives.

• Adept at thriving in fast-paced, collaborative environments, often requiring an "all-hands-on-deck" approach.

• Highly independent and resourceful Administrator with a proven ability to deliver flawless, high-level administrative support.

• Skilled in devising, refining, and implementing processes that align with and advance long-term strategic objectives.

• Exceptional judgment and cultural awareness, enabling effective execution in diverse and dynamic settings.

• High tolerance for ambiguity and adaptability, with a demonstrated ability to thrive in and support others through periods of organizational change and growth.

• Background characterized by roles requiring swift responsiveness to emails, texts, and phone calls, ensuring timely and effective communication.

• Demonstrated ability to prioritize inquiries and initiatives that align with the organization’s strategic direction.

• Proven track record of maintaining confidentiality, discretion, and security when handling sensitive information.

• Ability to exercise sound judgment to ensure smooth day-to-day operations and troubleshoot conflicts with a calm, solutions-focused mindset.

• Proactively prioritize and manage multiple demands, completing a high volume of tasks and projects with minimal guidance.

• Demonstrated proactive follow-through, transparency in project tracking, and consistent exercise of sound judgment.

• Proficient in document preparation, editing, and proofreading, ensuring accuracy and professionalism in all communications.

• Experienced project manager skilled in orchestrating tasks, deadlines, and resources for the seamless execution of high-impact initiatives.

• Proactive planner with the ability to anticipate future needs and make decisive, timely, and well-informed decisions.

• Demonstrated experience using and implementing software solutions to optimize efficiency, maximize resource utilization, and minimize waste.

• Committed to ongoing evaluation and improvement of administrative processes and systems to enhance productivity and effectiveness.

• Experienced in managing budgets, expense accounts, and financial oversight to ensure fiscal responsibility.

• Service-focused and team-oriented professional with a strong ability to foster effective communication and coordination among stakeholders.

• Skilled at balancing multiple priorities while building long-lasting relationships both internally and externally.

• Proven experience in Administrative Board Management and Meeting Coordination, including scheduling, agenda preparation, and documentation.

• Previous HR experience welcomed.

Qualifications

• At least five (4) years of Executive Administrative experience, supporting multiple executives at once.

• Previous remote work experience.

• Experience using virtual meeting platforms (e.g., Zoom, Microsoft Teams)