Executive assistant & events coordinator

Event & Program Support

Assist with coordinating and executing YBLA women’s events, programs, and gatherings.

Assist with planning and developing the women’s network by managing emails, invitations, reminders, and other digital correspondence.

Coordinate planning meetings with the event team and ensure meeting details, agendas, and follow-up items are organized.

Support event planning and execution, including venue setup, vendors, caterers, deliveries, registration, and event materials.

Assist with sorting, organizing, and preparing SWAG bags and other materials for programs and events.

Help develop and maintain a calendar of women’s network events, activities, and engagement opportunities.

Assist with coordinating the annual schedule of events for the women’s network/TLC.

Attend planning meetings and women’s events as needed to provide on-site support.

Assist with YBLA’s women’s Belize trip, including planning, communication, and administrative support as needed.

Help ensure events are executed smoothly and that all details are handled before, during, and after each event.

Track opportunities for improvement and assist with leading a debrief after each event with the planning team.

Executive Support

Coordinate meetings and ensure the executive has the necessary information, materials, and reminders in advance.

Anticipate the executive’s needs and proactively identify solutions before issues arise.

Prepare meeting materials, presentations, agendas, and other documents as needed.

Assist with creating PowerPoint presentations, reports, spreadsheets, and other professional materials.

Take meeting notes and track action items and follow-up responsibilities.

Serve as a reliable point of contact and help ensure communication and follow-up are handled in a timely manner.

Women’s Network Development & Engagement

Assist with growing and strengthening the YBLA women’s network/TLC.

Help identify and invite women who are a strong fit for TLC and align with its mission and values.

Maintain an organized database/contact list of women in the network and keep contact information current.

Assist with outreach to prospective and current members through email, phone calls, invitations, and other communication.

Help develop strategies and ideas to increase participation and engagement within the women’s network.

Track RSVPs, participation, engagement, and follow-up with women after events.

Assist with creating a welcoming and engaging experience for women participating in TLC.

Administrative & Organizational Support

Maintain organized digital files, documents, contact lists, calendars, and event records.

Track deadlines, follow-up items, registrations, payments, and other administrative details.

Assist with ordering supplies, event materials, SWAG, and other program needs.

Communicate with vendors, venues, caterers, and community partners as needed.

Identify potential issues early and communicate them to the executive with recommended solutions.

Perform other administrative and organizational duties as needed to support the executive, YBLA, and the growth of the women’s network.

Requirements & Qualifications

• Proven experience as an Executive Assistant, Administrative Assistant, Event Coordinator, or similar role.
• Strong event planning and event execution skills.
• Excellent organizational skills and exceptional attention to detail.
• Excellent time management skills and ability to prioritize effectively.
• Strong written and verbal communication skills.
• Professional, warm, and personable communication style.
• Ability to build strong relationships and interact comfortably with a diverse group of women, community leaders, partners, and stakeholders.
• Strong follow-through and ability to take ownership of responsibilities.
• Ability to anticipate needs, think ahead, and proactively solve problems.
• Ability to create polished PowerPoint presentations and professional documents.
• Experience with social media platforms and digital communication tools.
• Strong belief in and commitment to the mission and values of YBLA.
• Ability to travel abroad- have a passport.