Executive Assistant to a Diplomatic & Social Impact Leader (Remote)

Executive Assistant to a Diplomatic & Social Impact Leader (Remote)

We are seeking a highly professional, organized, and proactive Executive Assistant to support a high-level diplomatic and social impact leader. This role requires exceptional coordination, communication, and judgment, along with the ability to manage sensitive information, global stakeholders, and mission-driven initiatives with professionalism and discretion.

Management & Coordination Responsibilities

1. Schedule & Meeting Management

Maintain and manage the leader’s full calendar: scheduling meetings, tracking follow-ups, and coordinating with key contacts.

Proactively recommend new people or organizations she should meet with based on current engagements and goals.

Ensure all logistics are handled for each meeting (Zoom links, locations, times, etc.).

Before each meeting:

Prepare a background brief with key talking points and objectives.

Identify and prepare relevant materials (e.g., one-pagers, proposals).

Draft and send pre-meeting materials after review.

Track post-meeting next steps and follow-ups.

2. Content & Deliverable Development

Support the creation of one-pagers, presentations, and proposals for clients, partners, and global engagements.

Process:

Leader shares the concept or need (e.g., “Presentation for meeting with Google”).

Assistant proposes structure and key content via voice memo or outline.

Assistant drafts the presentation or document.

Internal review takes place before client delivery or meeting.

3. Relationship Building & Events

Maintain and update curated relationship lists and coordinate invitations, scheduling, and logistics.

Track key relationship touchpoints and upcoming events where strategic engagement and diplomatic presence are valuable.

4. Planning & Weekly Review

Review upcoming weeks to ensure readiness for all meetings, travel, and deliverables.

Prepare a Weekly Overview (Monday mornings) summarizing:

Key meetings and prep needs

Deliverables due

Travel plans

Pending follow-ups

5. Travel & Logistics

Handle all travel logistics end-to-end:

Book flights, hotels, and ground transportation.

Ensure TSA PreCheck and accessibility preferences are in place.

Maintain a detailed journey map for each trip (home to airport, check-in, meeting schedules, etc.).

Update and maintain the shared travel checklist.

6. Digital Presence & Communications

Manage the leader’s LinkedIn and digital presence:

Develop a growth and engagement strategy aligned with her global social impact work.

Post, schedule, and respond to engagement based on content priorities.

Oversee social media and video editing, ensuring consistent branding, messaging, and thought leadership positioning across platforms.

7. Client & Project Tracking

Maintain a living document tracking all ongoing client conversations and follow-ups.

Ensure next steps are clear, deadlines are met, and opportunities are not missed.

Provide regular status updates.

8. Systems & Tools

Oversee AI and productivity tools used across the team for project management, research, and scheduling (e.g., Motion, Zoho, Monday.com, Notion, AI assistants).

Identify new tools that can streamline workflow and propose integrations.

Maintain and update the Events Folder and Master Calendar with accurate, real-time data.

9. Research & Intelligence

Conduct background research on organizations, leaders, or initiatives before engagements.

Summarize relevant news or updates in sectors tied to priorities such as diplomacy, disability inclusion, leadership, innovation, foreign policy, and social impact.

10. Reporting & Reflection

Provide a weekly recap of meetings held, key learnings, and next steps.

Keep a log of outcomes from major engagements (e.g., partnerships initiated, proposals sent, media coverage, etc.) for strategic tracking.

Qualifications & Experience

Required:

Minimum 5 years of experience supporting a senior executive, public figure, government official, or leader in a fast-paced environment

Exceptional written and verbal communication; ability to write in a polished, professional, and diplomatic tone

Strong organizational, planning, and project management skills

Ability to handle confidential matters with discretion

High level of professionalism, judgment, and emotional intelligence

Strong research, writing, and document preparation skills

Tech-savvy; experience with digital tools such as Google Workspace, Zoom, Notion, Monday.com, Motion, or similar

Ability to work independently, anticipate needs, and stay several steps ahead

Preferred:

Experience working with leaders in diplomacy, public policy, global development, advocacy, or social impact

Experience managing social media, thought leadership, or executive digital presence

Experience supporting global stakeholders across different time zones