Executive Assistant

Overview

The Executive Assistant (EA) to the Founding Executive Director (FED) and Chief Executive Director (CED) serves as a critical strategic partner and administrative lead, supporting the highest levels of leadership s role will help the FED and CED focus on high‑impact leadership responsibilities by managing key priorities, facilitating communication, and supporting cross‑functional initiatives.

This position demands exceptional organizational skills, emotional intelligence, discretion, and a deep alignment with IMAN’s mission. The ideal candidate is resourceful, proactive, and thrives in a dynamic, mission‑driven environment.

• Manage and maintain the calendars of the FED and CED, including scheduling appointments, meetings, and travel logistics.
• Prioritize and coordinate both leaders' commitments to optimize time management and strategic focus.
• Prepare and support the creation of briefing materials, presentations, reports, and talking points for meetings and public engagements.
• Serve as a liaison between the FED/CED and internal/external stakeholders, ensuring timely, professional, and mission‑aligned communication.
• Manage and prioritize incoming communications (emails, calls, requests), responding or flagging items for leadership attention as needed.
• Assist with preparation for Board meetings: scheduling, compiling materials, documenting minutes, and tracking follow‑ups.
• Support coordination across executive leadership to align with organizational goals and key initiatives.
• Track and support action items, strategic priorities, and organizational deliverables connected to FED/CED leadership roles.
• Lead or assist with special projects on behalf of the FED/CED, including organizational development efforts, external engagement strategies, and internal systems improvement.
• Support development and fundraising efforts by coordinating donor meetings, preparing materials, and tracking follow‑up actions.
• Assist in coordinating major events, leadership convenings, and public engagements.
• Monitor timelines, KPIs, and deliverables related to leadership initiatives.
• Represent the FED/CED in meetings when requested, ensuring continuity of leadership presence.
• Actively uphold and promote IMAN’s mission, values, and vision in all internal and external interactions.

• Bachelor’s degree or equivalent combination of education and professional experience.
• Minimum of 5 years in a high‑level executive support or administrative leadership role.
• Demonstrated ability to handle sensitive and confidential matters with integrity and discretion.
• Excellent written and verbal communication skills.
• Highly organized, with keen attention to detail and strong follow‑through.
• Proficiency in Google Workspace and Microsoft Office Suite.

• Experience in a nonprofit, community‑based, healthcare, or justice‑focused organization.
• Familiarity with community health and/or social justice initiatives.
• Strong understanding of leadership coordination in mission‑driven environments.

• Prolonged periods of sitting at a desk and working on a computer.
• May need to travel locally between IMAN sites or external meeting locations.
• Ability to work occasional evenings or weekends for events or board meetings, or time‑sensitive tasks as needed.

• Exceptional organizational skills and the ability to efficiently coordinate complex schedules, manage multiple projects simultaneously, and maintain strategic focus.