Executive Assistant

About Us:

Namchak is dedicated to sharing one of the oldest forms of Tibetan Buddhist practice and making the teachings newly accessible to Westerners. Students learn from Tibetan masters as well as Western teachers and receive support from a vibrant community. We serve students on every step of the path, from those exploring meditation for the first time to more experienced students. We offer various learning programs, including in-person teaching, small group learning, bi-coastal retreats, online courses, and soon-to-be-established residential retreats at the Namchak Retreat Ranch in Montana. In coming years, we will offer everything from introductory retreats to Dzogchen, the most profound practice in our tradition, and weekend retreat, to the traditional three-year retreat.

Executive Assistant Position Summary

Reports to: Managing Director 

Role Type: 30 hours per week, employee

Schedule: Monday - Friday, 9am-3pm 

Rate of Pay: $30

Take a look at a day in the life here.

Role Description:

As the Executive Assistant for the Managing Director, your primary functions will be to provide comprehensive administrative support, calendar management, email management, and supporting the execution and communication about the different projects and initiatives within the organization.

The role collaborates, coordinates, and interacts with team members across the company, and it will be primarily guided by the Managing Director.

The ideal candidate will have a high level of discretion, strong written and verbal communication skills, strong organization and prioritization skills, and the ability to balance a wide range of administrative tasks while also working independently on projects with deadlines and high standards.

Specific Duties and Responsibilities:

• Effectively prioritizes, coordinates, organizes, and administers MD’s calendar, meetings, and priority tasks
• Manages administrative tasks including scheduling appointments, composing and preparing correspondence that is sometimes confidential, arranges detailed travel plans, itineraries, and agendas, responds to incoming communications
• Plans, coordinates, and ensures the MD’s schedule and availability is communicated and respected
• Communicates directly and on behalf of the MD when needed
• Works closely and effectively with the MD to keep him well informed of upcoming commitments and responsibilities, follow up as needed
• Assesses level of importance for requests and determines when to involve MD
• Documents processes and creates checklists and standard operating procedures (SOP's) for the MD
• Develops and edits a wide variety of documents to include but not limited to communications, presentations, reports, agendas and minutes of meetings, proofreading of materials
• Anticipate and stay five steps ahead of MD’s needs to allow them to make their greatest contribution to the organization
• Represents the MD and ensures efficient management of the office
• Serves as personal assistant to MD

Qualifications & Skills

• 2 - 3 years experience in supportive roles
• Proficient in the following tech platforms: Microsoft Office Suite products including Word, Excel, Outlook Mail & Calendar; Google Drive, Zoom, Slack, Mac, Apple Iphone operating systems and project management systems
• Typing 60 words per minute
• Experience working withExcellent written and verbal communication skills
• Calendar management experience
• Ability to summarize large amounts of information quickly and accurately using written and verbal communication
• Works independently and exercises judgment with limited supervision or direction
• Displays discretion and sensitivity regarding confidential information
• Ability to prioritize projects and utilize strong problem-solving skills in order to achieve outcomes
• Possesses the ability to share thoughts about issues and concerns calmly and respectfully
• Creative problem solver with solid analytical and research skills
• Strong team player with demonstrated ability to work with cross-functional teams
• Able to work under pressure and respond to changing circumstances
• Interested in personal transformation, health, and well being 
• Interested in developing leadership skills 
• Possesses a Bachelor of Arts degree (not required)