The Executive Assistant at Health in Harmony will support the significant communication and project management needs of the executive leadership and governance of the organization.
Health In Harmony is a quickly growing organization, investing in operational capacity in order to effectively scale programming. In alignment with the organization’s values, Health In Harmony has recently adopted a co-CEO model of leadership. Combined with the organization’s scale ambition, a skilled and experienced Executive Assistant will support the significant communication and project management needs of the executive leadership and governance of the organization.
This position will require a considerable amount of proactivity, tact, diplomacy, discretion, maturity, and judgment, and is responsible for supporting and managing many of the executive functions of the organization, including building external relationships and partnerships. The ideal candidate will be extremely professional and organized, adaptable across leadership personalities and approaches, will understand what CEOs require from assistants to excel, possess great enthusiasm for the planetary health mission, as well as be energized by the emergent moment in the organization’s lifecycle.
About Health In Harmony
In a business-as-usual scenario, global temperatures will rise at least 1.5 degrees Celsius over pre-industrial averages by 2030, according to the Intergovernmental Panel on Climate Change. Without immediate action to prevent this rise, Earth and its diverse ecosystems will face irreversible negative impacts by mid-century.
Health In Harmony is a nonprofit organization working to reverse the deforestation of tropical rainforests as a solution to global heating. It does this by partnering with rainforest communities. Health In Harmony’s Radical Listening™ approach facilitates community-designed solutions to which it brings the necessary resources, such as primary healthcare, organic farming skills, reforestation, and small business creation.
Justice, Equity, Diversity and Inclusion
Health In Harmony’s staff and Board reflect the world’s diversity and understand that the climate crisis is built upon colonialism and generations of systematic racism and exploitation. Health In Harmony is committed to cultivating and preserving a culture of inclusion, mutual respect, support, and connectedness. As such, people from the countries where HIH currently works (Indonesia, Madagascar, Brazil) and aims to work across the tropical bioregions will be prioritized in hiring.
- Provide support and coordinate the organization of a range of initiatives in which the Co-CEOs play a lead role, including the annual planning process, coordination of board of directors functioning, and coordination of external partnerships, including the Rainforest Exchange Coalition.
- Coordinate the Co-CEOs’ calendars and daily workflow, juggling competing priorities as necessary and making appropriate and informed decisions regarding available time.
- Support executives in building relationships with external partners with excellent interpersonal skills, professionalism and flexibility, recognizing you represent the organization in external interactions.
- Schedule internal and external meetings, coordinate all logistics and details, provide relevant preparation materials and organize translation as needed.
- Attend meetings as requested, take notes and ensure appropriate follow-up.
- Screen, direct, respond to, and prioritize calls/emails with confidentiality and correspondence, including facilitating executive use of Asana, and the smooth exchange of information as a first point of contact for staff, board members, and external partners.
- Coordinate travel arrangements for the Co-CEOs, including flights and lodging.
- Complete expense reports for reimbursement. Collect and submit CEO receipts for corporate credit card and reimbursement expenses.
- Provide administrative and materials support to the board and several board committees. Including, scheduling and arranging virtual meetings and in-person retreats (twice per year), including creating and distributing Zoom links and calendar invites, lodging and facility needs, and meals; supporting agenda development; compiling and distributing materials; attend in-person and virtual meetings; support the processes of recruiting, onboarding, and offboarding of board members; and keep virtual files up to date.
- Act as point of contact and internal communication support for board members, providing documents, information, and connections to other staff as needed. Facilitating transfer of information between staff and board at the direction of the Co-CEOs.
- Minimum of five years in an executive assistant capacity with proven ability to excel at the responsibilities of this role.
- Prior experience providing high-level support to boards, committees, or other similar work groups.
- Minimum of five years of experience in organizing, task management and coordination.
- Experience working under pressure and managing multiple competing tasks and priorities.
- Experience drafting agendas, presentations, reports, and correspondence on behalf of senior executives.
- Non-profit experience, international experience, and/or scale/start-up experience preferred.
Knowledge and skills
- Commitment to equity and social justice and strong alignment with our organizational values.
- Desire and ability to work with people of diverse backgrounds, cultures, perspectives, and lived experiences.
- Strong verbal and written communication skills combined with the ability to listen deeply and authentically.
- Demonstrated ability to take initiative and contribute to the goals of a dynamic and growing organization.
- Ability to learn and anticipate the needs of executives and board members.
- Ability to communicate professionally and personably with others on behalf of the Co-CEOs and board.
- Ability to be self-directed, take ownership, and see projects to completion in a timely manner.
- High degree of personal and professional integrity and the ability to work with confidential information.
- Ability to work collaboratively, exercising good judgment, decision-making, and problem-solving skills to achieve shared goals.
- Strong project coordination, organizational skills, and attention to detail.
- High-level of proficiency with Google Suite, Microsoft Office (Word, Excel, PowerPoint) and Adobe (Acrobat DC), and ability to quickly adapt to new technologies.
- Ability to take part in occasional meetings and events outside of core business hours.
- English language proficiency and the ability to legally work in the United States. Language ability, in addition to English, preferred.
Please submit a resume and cover letter describing your relevant skills and experiences here by February 15, 2024. If we select your application, we will be in touch to schedule an interview. We look forward to hearing from you. Candidates who are not shortlisted for an interview will not be contacted.
Health In Harmony is an equal-opportunity employer committed to equity and anti-colonialism as core organizational values. Applicants should be able to demonstrate a commitment to diversity, equity, and inclusion. Applicants from diverse communities, Indigenous peoples, and communities of color are strongly encouraged to apply.
$60,000 – $60,000 per year