Executive Assistant – Leadership Team

We are a branding agency that specializes in partnering with Nonprofits. The majority of our work helps support fundraising efforts through building brands for major fundraising campaigns, because as we often say... money is mission fuel, in the right hands.

We’re seeking people who want to help purpose-driven brands turn their ambitions into reality. Thoughtful people who share our values of gratitude, responsibility, integrity, candor, and empathy. Curious people who believe good strategy and good design can drive business. We love making things for a living, and we’re in it for the long haul. For us at Parisleaf, that means designing an agency culture that is built on love and grounded in integrity. Whether the role is in creative, operations, or business development, everyone at Parisleaf is dedicated to helping client partners find and show their purpose.

Our partners (how we refer to our clients) want to leave their corner of the world a little better than they found it. They seek creative partners who will advocate for their audiences. They want substance and style. They hire us for who we are as much or more than what we do.

About You

You’re a pro at metabolizing many tasks and deadlines at once. You’re a great listener and will speak up if something is unclear. Self-motivated, you anticipate needs while managing the day-to-day workflow and prioritizing various projects. You’re proactive, an excellent communicator, and have experience dealing with executives in a professional setting verbally over the phone, in person, and via email. You do more than the minimum and continuously look for ways to improve your work. You are type-A, creative, and have an unlimited amount of patience. Service is a part of your core - a calling, if you will. You are responsive and flexible while not losing sight of details, you rarely sweat the small stuff, and never take things personally. You have a “can-do” get-it-done, self-starting attitude, a positive outlook, and a strong sense of pride in the quality of your work. You’re resilient and love lifting others up around you. You are a task master and love checking boxes. You’re incredibly organized and love the idea of helping someone else be organized as well.

The Role

The Executive Assistant will work closely with the Leadership Team to maximize efficiency, help meet deadlines, and support the operational needs of the business. Typical tasks may include:

• Calendar & Scheduling:
  • Managing the calendars, including scheduling meetings, appointments, and travel itineraries.
  • Ensuring alignment with priorities and adjusting schedules as commitments evolve.
  • Overseeing deadlines and ensuring timely follow-through.
• Inbox & Communication Management:
  • Managing email inboxes to include organizing, drafting responses, responding directly (when appropriate), and prioritizing correspondence.
  • Screening calls and inquiries, handling them when appropriate.
  • Preparing and reviewing correspondence, ensuring professionalism and accuracy.
  • Keeping the Leadership Team apprised of daily priorities, project progress, and potential delays.
  • Providing summarized reports and updates on operational activities.
  • Communicating within project management tools to track and manage priorities and timelines.
• Meeting Support:
  • Preparing members of the Leadership Team for meetings by providing relevant materials and background information.
  • Taking detailed notes during meetings, summarizing recaps, tracking action items, and ensuring completion.
  • Facilitating internal meetings by scheduling, creating agendas, and ensuring follow-ups.
• Confidentiality & Advocacy:
  • Maintaining the highest level of confidentiality for sensitive matters.
  • Anticipating and resolving potential issues proactively.

• Project Management & Liaison:
  • Overseeing and managing internal projects and timelines in collaboration with the project manager and team members.
  • Acting as a liaison between business development, creative, and operations teams to ensure project success.
  • Assisting with the creation of proposals, presentations, and internal documents.
  • Supporting the various projects under the Leadership Teams’ purview, including managing deadlines and deliverables.
  • Assisting with company initiatives like event planning and speaker decks.

• Travel & Expense Management:
  • Coordinating team travel logistics and managing expense reports.
  • Ensuring travel itineraries align with priorities and operational needs.
• Partner Relations:
  • Sending gifts and proactively looking for ways to foster the expression of our core value of Gratitude.
  • Managing partner relationships and professional networks (e.g., LinkedIn, Giving Institute, etc).

• Proactivity & Initiative:
  • Identifying and implementing improvements across tools, processes, communications, and deliverables.
  • Identifying opportunities to take tasks off the Leadership Team’s ' plates and owning them independently.
  • Helping streamline operational tasks to enable the Leadership Team to focus on strategic priorities.
  • Staying ahead of needs to ensure seamless day-to-day operations.

Background/Requirements

Past experience being an executive, project or sales assistant. Experience in Google Suite, including Docs and Sheets. Experience in Adobe Creative Cloud applications, as well as project management softwares such as Asana, ClickUp, or Harvest, is a bonus. Proven ability to juggle assignments while maintaining a high standard of work, organization, and meticulous attention to detail. Polished and professional communication skills.

This is a full-time remote salaried position commensurate with experience. We are a fully distributed team. Travel is required. We are only accepting applications from candidates currently residing in the continental United States. We are committed to building a diverse and passionate team. Women, people of color, and LGBTQ+ individuals are encouraged to apply.

Parisleaf provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, disability, genetics, gender, sexual orientation, age, marital status, or veteran status. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.