Executive Assistant

🎨 Executive Assistant (Nonprofit Arts & Culture)

Job ID: MARDJ1

Industry: Nonprofit Arts & Culture (Special Education & Social Services) 🎵💙

Location: LATAM / Philippines 🌎

Job Type: Part-Time (Potential to Transition to Full-Time)

Schedule: Monday–Friday | Flexible between 9:00 AM – 5:00 PM EST ⏰

Salary: 💰 $6–$8 per hour

Start Date: ASAP 🚀

🌟 Make a Meaningful Impact While Supporting a Growing Nonprofit

This is more than just an Executive Assistant role — it's an opportunity to support a mission that changes lives.

Our client runs a nonprofit arts and music organization dedicated to serving differently-abled students and adults, including individuals with Down syndrome, autism, and learning delays. Through creative programs, they provide a safe, supportive space for expression, growth, and community. 🎨🎶

As the organization grows rapidly, the Director needs a trusted right-hand partner to help manage operations and bring structure to a fast-moving, mission-driven environment.

If you're organized, proactive, and motivated by purpose-driven work, this role is for you. 💙

🎯 About the Role

This is a high-impact Executive Assistant position designed for someone who thrives in fast-paced environments and enjoys bringing order to chaos.

You’ll serve as the organizational backbone of the nonprofit—clearing administrative backlogs, managing communications, coordinating events, and ensuring nothing falls through the cracks.

This role requires someone self-directed, resilient, and proactive, working closely with a leader who values efficiency, speed, and results.

🛠️ Key Responsibilities

📧 Inbox & Communication Management

• Organize and prioritize a 16,000+ email backlog
• Serve as primary gatekeeper for communications
• Manage phone calls and urgent requests
• Ensure timely responses and follow-ups

📄 Contract & Document Management

• Draft and proofread contracts from show lists
• Maintain chronological filing systems
• Organize documents for easy access and tracking

🎪 Event & Marketing Support

• Monitor event calendar for 170+ yearly programs
• Support event coordination and logistics
• Use Canva to make quick edits to marketing materials
• Ensure event details are accurate and up to date

📌 Compliance & Administrative Support

• Track business licenses and renewals
• Ensure nonprofit filings and deadlines are met
• Maintain organized administrative records

📊 Data Entry & Bookkeeping Support (Future Scope)

• Assist with QuickBooks data entry
• Enter new shows and customer information
• Support basic bookkeeping tasks

✅ Qualifications & Skills

Required

✔️ Strong English communication skills (written & verbal)

✔️ Experience with Google Workspace and Microsoft Office

✔️ Basic Canva experience for quick edits

✔️ Strong organizational and multitasking skills

✔️ Exceptional attention to detail and proofreading ability

✔️ Ability to work independently and take initiative

🌟 Nice to Have

• QuickBooks experience (data entry)
• Nonprofit or event coordination experience
• Experience supporting fast-paced leadership

🧠 Ideal Candidate Traits

✨ Highly organized and proactive

✨ Calm under pressure and adaptable

✨ Detail-oriented and deadline-driven

✨ Self-directed with a "get it done" mindset

✨ Comfortable working with direct communication

💙 Why You’ll Love This Role

• Work with a mission-driven nonprofit
• Make a meaningful impact in the community
• Flexible part-time schedule
• Opportunity to grow into a full-time role
• Support creative arts and special education initiatives 🎨

🌟 Ready to make a difference while building your Executive Assistant career?

Apply now and help support a nonprofit that’s changing lives through creativity and community.