Executive Organizer

About the Role

Key Responsibilities:

• Strategic Calendar & Time Management:
  • Manage and optimize the executive's schedule to ensure alignment with strategic priorities.
  • Anticipate and prevent scheduling conflicts, balancing professional commitments with personal well-being, particularly during travel periods.
  • Coordinate scheduling of meetings, including recurring calls such as staff meetings, one-on-ones, and biweekly donor meetings.
  • Prepare for regular meetings, including board meetings and working groups, by ensuring timely distribution of agendas and calendar reminders.
  • Protect time for internal staff meetings to maintain effective communication and collaboration.
• Meeting Preparation & Follow-Up:
  • Collaborate with internal teams and external stakeholders to gather necessary agendas, briefing materials, and logistical details for meetings, both virtual and in-person.
  • Accurately document key decisions and action items during meetings and share updates with relevant parties.
  • Schedule follow-up meetings and track the progress of action items to ensure timely completion.
  • Utilize project and lead tracking tools such as Monday.com and Salesforce to support meeting follow-ups and task management.
• Administrative Support:
  • Add or update contact records in the organization's database promptly after meetings, including notes and relevant information.
  • Manage membership renewals and donation acknowledgments by sending personalized email communications using provided templates.
  • Provide general administrative support as needed, including research and document reviews.
• Communication & Relationship Management:
  • Manage the executive's inbox, initially supporting and eventually taking full responsibility for email filtering and prioritization.
  • Ensure timely responses to high-priority communications, maintaining strong relationships with internal staff and external stakeholders.
  • Draft and send courteous follow-up emails after conferences and convenings to nurture professional connections.
  • Utilize communication platforms such as Microsoft Teams, Outlook, WhatsApp, and Signal to facilitate efficient correspondence.
• Travel & Logistics Management:
  • Coordinate complex travel itineraries that prioritize efficiency, cost-effectiveness, and the executive's well-being.
  • Use the organization's travel system to research and book discounted flights and accommodations.
  • Prepare detailed travel documents and schedules, ensuring adequate rest periods are built in, to allow sufficient rest and recovery for the client after each travel.
• Technology & Systems Optimization:
  • Identify and implement productivity tools to improve workflow efficiency in collaboration with team members.
  • Support the creation and maintenance of standard operating procedures (SOPs) to streamline operations.
  • Assist in evaluating and adopting new technologies to enhance overall organizational effectiveness.

About Our Client:

Our client is a global philanthropic network dedicated to mobilizing resources for health equity, human rights, and justice. They connect foundations, corporate charities, and philanthropic-serving organizations to strengthen the impact of HIV-informed funding. Through engaging virtual and in-person events, they create space for collaboration, learning, and innovation—helping funders work smarter and more effectively.

Culture and Core Values:

At the heart of this organization is a collaborative culture that thrives on purpose, adaptability, and a shared commitment to equity and justice. You'll be joining a high-trust, high-performing environment where collaboration, autonomy, and growth are part of the everyday rhythm.
Here's what matters most to them:

• Trust & Excellence – Building deep trust and delivering top-tier work—every time
• Clarity with Purpose – Sharp focus that cuts through the noise.
• Proactive Precision – Always three steps ahead, catching what others miss.
• Emotional Intelligence Matters – Leading with empathy, calm, and confidence.
• Better Every Day – Streamlining, improving, and leveling up constantly.

What's in it for you?

Joining this client means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to:

• Grow your skills with hands-on mentorship and team support.
• Learn the ins and outs of supporting senior leaders in a mission-driven org.
• Take on bigger projects and responsibilities as you grow.
• Join a high-trust team that values your autonomy and input.
• Thrive in a fast-paced, adaptable, and mission-focused environment.
• Be part of a culture that champions clarity, precision, and continuous improvement.
• Work alongside passionate people committed to equity, justice, and real-world impact.