Executive Assistant

EXECUTIVE ASSISTANT

Organization: Apparel Impact Institute

Reports To: Chief of Staff

Location: Remote

POSITION DESCRIPTION

The Executive Assistant will provide high-level administrative support to the President and Executive Team. We are seeking a hyper-organized team player comfortable in a critical support role, with a keen attention to detail, the ability to communicate professionally both externally and internally, and the ability to execute. This position’s primary function is managing calendars and scheduling for the President and our Chief Impact Officer, and other staff as needed.

As the first point of contact for many Aii stakeholders, this individual will represent the organization with humility, empathy, and professionalism. The role requires tenacity in follow-up and information gathering, comfort engaging with partners and executives around the globe, and an ability to anticipate needs before they arise.

The right candidate is excited about building out this function, proactively optimizing internal processes, and passionately supporting Aii’s mission to decarbonize the apparel industry. Aii is a fully remote organization, but this role should be based in the United States to align with our Executive’s timezones.

KEY RESPONSIBILITIES

• Proactively and accurately manages heavy calendars (which include internal and external meetings)
• Manages signature process for documents and contracts
• Manages monthly expense reporting
• Reads, analyzes, and directs incoming email through organization contact forms
• Arranges complex and detailed travel plans and itineraries
• Assists with coordination and planning of events
• Deeply understands the work of the organization, the functions of each department, and the roles of staff
• Anticipates needs of senior leaders, exercising sound judgment and aligning actions with the highest ethical standards
• Facilitates meeting prep and agenda creation
• Serves as primary gatekeeper for the President and Chief Impact Officer — protecting their time, prioritizing requests, and ensuring they are focused on the highest-impact work
• Supports Board and funder relations as needed: coordinate Board meeting logistics, prep materials, and track follow-up actions; assist with donor/brand partner scheduling
• Supports speaking engagements, interviews, and public events by managing logistics, prepping bios and talking points, and ensuring the President and Chief Impact Officer are ready with all materials

QUALIFICATIONS

• At least 4 years of related experience including 2+ years managing scheduling for a top executive
• Excellent verbal and written communication skills that reflect empathy and professionalism
• Ability to exercise discretion and maintain strict confidentiality with integrity
• A collaborative, humble approach with a genuine passion for enabling leaders to drive Aii’s mission forward
• Excellent organizational skills and attention to detail
• Experience supporting a global team is preferred
• Excellent time management skills with a proven ability to meet deadlines
• Able to type a minimum of 50 words per minute
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software
• Experience working directly with a CEO, Board of Directors, or major donors/funders strongly preferred

Salary will be commensurate with level of experience. Aii offers a generous employee benefits program that includes vacation, sick and holiday leave; health, dental and vision insurance; contributions to retirement plans; competitive salary; and a host of additional benefits.

At Apparel Impact Institute, we believe that people are the path to delivering data-driven solutions and impact. As a global organization, our team is made up of diverse backgrounds, concepts, and solution sets, building a framework together that is strengthened by the unique perspectives that each individual brings. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by law. The greatest impact comes when we all work together.