Executive administrative assistant

Reports to:

CEO and Executive Director

Department:

Administration

Classification:

Exempt, Full-Time

About Zaman International

Zaman International, Hope for Humanity is a 501 C(3) charitable organization that serves as a pre-eminent relief organization. Headquartered in Southeast Michigan, our team is dedicated to facilitating change and advancing the lives of marginalized women and children by enabling them to meet essential needs common to all humankind.

Job Summary:

As the Executive Administrative Assistant, you provide administrative support to the C-Suite team, specifically the CEO and the Executive Director, while supporting Zaman’s strategic vision. You have exceptional organizational and problem solving skills with the ability to recognize and appropriately handle highly sensitive and confidential material and information.

Essential Functions:

• Provides comprehensive executive support to the CEO and Executive Director (ED).
• Maintains the CEO and ED calendars, including appointments, conference calls, and internal and external report deadlines. Attends meetings as requested and documents follow-up items.
• Coordinates travel arrangements and itineraries and manages related expenses.
• Assemble agendas, reports, and documentation and presentation material packets for the Board of Directors and Board Committee meetings. Prepare, revise and distribute meeting minutes as directed.
• Reviews incoming correspondence, routes action items to the appropriate leadership team member, and follows up to ensure completion. Prepares, edits, and distributes correspondence for the CEO/ED.
• Gathers data from multiple systems and spreadsheets to develop standard and ad hoc reports, presentations, and written materials, ensuring accuracy, formatting, and organization. Provides content and graphic support as requested.
• Assists Zaman's Communications Department with website and social media content, particularly content related to Zaman's vision and leadership.
• Tracks and coordinates multiple executive projects and special initiatives at once, keeping deadlines, deliverables, and follow-up items on schedule.
• Creates and maintains files, correspondence, and reports for future reference, and safeguards highly sensitive documents.
• Serves as liaison for the CEO/ED offices. Works with internal Directors to carry out events, meetings, and employee and volunteer gatherings, and with external stakeholders (consultants, legal counsel, media, foundations, universities, healthcare partners, vendors, and community organizations) to coordinate ongoing initiatives and communications.

Preferred Education:

Candidates should have a college degree in nonprofit management or program administration. Equivalent work experience will be considered. Preferably, this person has experience in a multicultural setting and working within a non-profit organization.

Additional Skills/Competencies Required:

• Strong judgment and discretion in handling confidential information.
• Ability to manage multiple projects and priorities at once with minimal supervision, ensuring consistent follow-through and accountability.
• Ability to adapt quickly to changing priorities, schedules, and organizational needs.
• Exceptional written communication and professional writing skills.
• Ability to coordinate across functions and work effectively with individuals at all levels, including executive leadership, board members, employees, donors, volunteers, consultants, and external partners.
• Strategic thinking, with the ability to serve as a trusted sounding board and offer thoughtful recommendations and alternative perspectives to executive leadership.

Equal Employment Opportunity & ADA Compliance

Zaman International provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, gender expression, genetic information, service in the military, arrest record (and all other protected classes in the State of Michigan or as provided by Federal Law). Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training. To ensure equal employment opportunities to qualified individuals with a disability, Zaman International will make reasonable accommodations for the known disability of an otherwise qualified individual, unless undue hardship on the operation of the business would result.

Job Description Review:

This job description does not list all of the duties of the job. Other additional duties may be assigned. This job description may be revised at any time. This job description is not a contract for employment, and either the employee or employer may terminate employment at any time for any reason.

I understand this job description and its requirements, and that I am expected to complete all duties as assigned. I understand the job functions may change from time to time. I will be able to perform the essential functions of the position with or without accommodation. I understand that I will inform management of my accommodation needs if I will need accommodation for this position.

Employee Printed Name, Signature, Date