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 leaders 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:

1. Leader shares the concept or need (e.g. Presentation for meeting with Google).
2. Assistant proposes structure and key content via voice memo or outline.
3. Assistant drafts the presentation or document.
4. 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 leaders 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 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 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