Opportunities

Executive Assistant to the Program Director AKA Steward of Systems & Stories

 

Report to: Program Director, Eden Trenor

Rate: $35-$45/hour DOE

Location: Remote

Part-time: 10-15 hours/week

Key Qualities: Clarity, kindness, collaboration, while owning your projects

 

Position Summary

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The Executive Assistant to the Program provides high-level administrative, coordination, and program support to the Program Director leading Thriving Communities’ strategic programs, ecosystem partnerships, and convenings. This role is essential to ensuring that strategic vision translates into smooth execution across programs, advisory engagement, and gatherings.

 

The Executive Assistant will manage scheduling, communications flow, documentation, and coordination across multiple stakeholders, allowing the Program Director to focus on leadership, facilitation, and strategic design.

 

Key Responsibilities

 

1. Executive & Strategic Support

• Schedule meetings with Advisors, partners, team members, and collaborators

• Coordinate preparation for meetings and strategic sessions, including agendas, materials, and follow-up notes

• Track priorities, deadlines, and deliverables across multiple initiatives

• Support workflow organization for Catalyst Circle, Gatherings, and advisory processes

 

2. Program & Convening Coordination

• Provide logistical and administrative support for:

  • Catalyst Circle sessions

  • Advisor meetings and design sessions

  • Screenings, events and Gathering planning

• Manage participant communications (invitations, confirmations, reminders)

• Maintain program documentation, rosters, and shared resources

• Support post-session follow-up, including notes, evaluations, and summaries

 

3. Communication & Documentation

• Draft and manage routine communications on behalf of the Program Director

• Maintain organized digital filing systems for:

  • Event & Program materials

  • Advisor resources

  • Ecosystem and partnership documentation

• Support preparation of slide decks, summaries, and documents

• Ensure continuity of information across Advisors, partners, and internal collaborators

 

4. Partnership & Ecosystem Support

• Assist in coordinating meetings and communications with ecosystem partners

• Track partnership touchpoints and collaboration opportunities

• Support documentation of partnerships, and regularly maintain CRM

• Help maintain updated partner lists and relationship records

 

5. Team & Workflow Alignment

• Serve as a key coordination hub between the Program Director and other team members

• Support clarity of roles, timelines, and handoffs across projects

• Contribute to a culture of accountability, transparency, and care

 

Explicitly Out of Scope

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This position does not include responsibility for:

• Fundraising, donor relations, or grant management

• Financial oversight, bookkeeping, or budgeting

• Contract execution or payroll

• Compliance or HR administration

 

Qualifications

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Required

• 3+ years experience in executive support, program coordination, or operations

• Exceptional organizational and time-management skills

• Strong written and verbal communication abilities (English)

• High emotional intelligence and comfort working in relationship-centered environments

• Ability to manage multiple priorities with calm, discretion, and follow-through

• Proficiency with common collaboration tools (Google Workspace, Zoom, project management platforms)

 

Preferred

• Experience supporting senior leaders, Program Directors, or facilitators

• Background in nonprofit, social impact, community-based, or values-driven organizations

• Comfort working with diverse stakeholders, including Indigenous partners and community leaders

• Experience supporting convenings, retreats, or learning programs​

 

Core Competencies

• Social Consciousness - awareness of larger systemic issues and willingness to learn context for daily tasks

• Maturity, Reliability & Follow-through — trusted to manage time, details and deadlines

• Relational Intelligence — communicates with warmth, respect, and professionalism

• Strategic Support Mindset — understands how administration serves mission and impact

• Adaptability — thrives in dynamic, evolving environments

• Discretion — handles sensitive information with care and integrity

 

Success in This Role Looks Like

• The Program Director is able to focus on leadership, facilitation, and strategy because operations and coordination run smoothly

• Advisors, partners, and program participants feel informed, supported, and respected

• Programs and gatherings feel well-organized, intentional, and aligned with TC’s values

• Information flows clearly across people and projects

• The organization experiences a sense of team and coherence