Executive Assistant

United States
Posted on  

Job Description

Position Description

Over Zero, a project of Hopewell Fund

Position Title: Executive Assistant

Location: Fully Remote within the United States (occasional travel as needed)

Reports to: Executive Director

Hours per week (average): 40

Overtime Status: Exempt

Position Summary

About Over Zero: Over Zero, a project of the Hopewell Fund, was founded to reduce, prevent, and create long-term societal resilience to identity-based violence and other forms of group-targeted harm. We focus on the role of communication in either fueling or counteracting this type of violence and we equip leaders from diverse sectors with tools for violence prevention and response. We collaborate with a wide range of academics, researchers, and practitioners globally. We are deeply committed to our organizational culture, which includes values of co-creation, discovery, do no harm, impact, and wholeness.

About the Position:

Over Zero is seeking a talented individual with excellent problem-solving and interpersonal skills who enjoys a supportive and fast-paced remote-work environment to join its team as a new Executive Assistant. If you are highly organized, pay close attention to detail, and enjoy engaging in a range of exciting projects with diverse stakeholders, this may be the perfect position for you!

The Executive Assistant (EA) will provide operational and administrative support to the Executive Director (ED). Over Zero's ED leads a small and dynamic organization of highly talented individuals who engage in multiple concurrent projects with a diverse array of stakeholders. The ideal EA should have the ability to exercise good judgment in a variety of situations, produce strong written and verbal communication, and provide exceptional administrative and organizational support to the ED, Over Zero staff, and external stakeholders. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Responsibilities and Tasks

The Executive Assistant will primarily support the Executive Director in all aspects of her daily routine, including the following key areas:

  • Provide sophisticated calendar management for the ED. Prioritize multiple appointments while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. Communicate with internal and external stakeholders to manage scheduling.
  • Prepare meeting and travel logistics, including arranging detailed travel itineraries.
  • Prepare ED ahead of upcoming meetings, events, and speaking engagements, keeping ED well informed or of upcoming commitments, as well as conducting research and gathering relevant information as needed.
  • Support ED with managing task lists in OZ's project management platform.
  • Complete a broad variety of administrative tasks for the ED, including preparing and submitting expense reports.
  • Managing ED's email inbox and incoming communications, and preparing draft correspondence, as needed.
  • Document all meeting notes and manage file sharing and communication platforms on behalf of ED.
  • Provide support across the organization as needed (and as directed by the ED).
  • Contribute to organization-wide conversations on organizational strategy and growth.

Over Zero staff model and support a respectful, informed, and high-performance, results-oriented work environment built on collaboration that remains fun and enjoyable. We all strive to embody Over Zero's organizational values and consistently identify areas for improvement or opportunities to further implement our values.

All employees of Hopewell are required to complete timesheets.

Education, Experience, Knowledge, Skills and Ability   

  • At least 1 year professional experience supporting a senior executive in a remote work environment.
  • Clear, consistent, and courteous oral and written communication skills.
  • Comfort in interacting with a variety of stakeholders, including but not limited to staff, clients, donors, external vendors and partners.
  • Ability to handle sensitive and confidential information and situations.
  • Solid organizational, project management and critical thinking skills, with ability to multi-task and make changes quickly and efficiently.
  • Excellent computer skills – High proficiency in Microsoft Word, Outlook, Excel, PowerPoint, and Google applications required.
  • Positive attitude and a sense of humor.
  • Extremely well organized, detail-oriented, and analytical.
  • Sensitivity to and appreciation for diverse viewpoints, communication styles, and backgrounds.
  • Comfort in taking initiative, working independently (after training), asking questions as they arise, and suggesting improvements to further optimize Over Zero’s operations
  • Willingness to practice curiosity, generosity, generative thinking, and risk-taking.
  • Able and willing to travel nationally and internationally. (Attendance to occasional in-person events may be required.)
  • Must have U.S. work authorization.

Valued and Non-Essential Education, Experience, Knowledge, Skills and Ability

  • 2+ years of professional experience supporting a senior executive in a remote work environment.
  • Previous experience with a variety of software: Teamwork, Concur, Squarespace, Calendly, Salesforce.

How to Apply

Complete your application directly on our careers page: https://overzero.applytojob.com/apply/

Please submit your résumé and cover letter as PDFs using the upload functions integrated with the online application. We will be in contact with you, if we are to proceed with your application. The announcement will remain posted until the position is filled.

In your cover letter, please address the following questions:

  1. Why are you interested in this position at this moment in your career?
  2. How are you well suited to contribute to Over Zero's mission and to this role in particular?
  3. What makes you a great member of a team?
  4. What about Over Zero's values is most appealing to you?

Compensation and Benefits

Salary range: The salary range is $48,000 - $60,000, commensurate with the candidate’s relevant experience, capabilities, and skills, and in alignment with internal equity.


In addition to our competitive salaries, we offer a comprehensive benefits package including:

  • 100% employer-paid health, dental, and vision insurance
  • 3% automatic contribution and a 3% employer match on 401(k) contributions
  • Flexible spending account options for health, dependent care, and transit
  • Mobile phone and technology benefits
  • Paid holiday (9 standard + 4 floating), vacation (4 weeks per year), sick, volunteer, and office closure time off
  • Flexibility to work from home anywhere in the U.S.
  • Commitment to professional development and growth.

Hiring Statement

Over Zero is a project of Hopewell Fund, a 501(c)(3) public charity that incubates new and innovative public-interest projects and grant-making programs. Hopewell Fund is committed to attracting, developing and retaining exceptional people, and to creating a work environment that is dynamic, rewarding and enables each of us to realize our potential. Hopewell Fund’s work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working.

COVID-19 Policy

To center the safety and well-being of its employees, Hopewell Fund requires that any employee who is required to conduct in-person activities for their job must be fully vaccinated against COVID-19 within four weeks of their start date. This position may require candidates to be fully vaccinated against COVID-19. Accommodations may be sought and approved in accordance with the law by contacting human resources at HR@hopewellfund.org.