Executive Administrative Assistant

Operational, research, and coordination support for a 3.5-month qualitative research engagement on solidarity economy formation, running June through September 2026. The principal serves as Co-Lead Consultant alongside a co-consultant based in the same city as the research site.

• Coordinating logistics for in-person alignment sessions, including travel, meeting rooms, and convening preparation.
• Scheduling small-group and 1:1 qualitative interviews with movement leaders, cultural workers, solidarity economy practitioners, cooperative developers, and directly impacted community members.
• Managing participant outreach, follow-up, and stipend coordination for research interviewees.
• Supporting recorded perspective collection and asynchronous participant engagement.
• Editing and formatting AI-generated interview notes; providing high-fidelity human note-taking when participants have privacy preferences.
• Coordinating between the principal, the co-consultant, the client steering committee, and the client's fiscal sponsor on scheduling and document flow.
• Supporting preparation and follow-up for in-person convenings, learning spaces, and ecosystem activation events.

You will help operate the systems that hold the principal's work together. Existing tools, templates, and SOPs will be shared during onboarding; your role is to operate them, refine them over time, and maintain consistency across workstreams.

• Act as the first line of defense for scheduling across multiple board, advisory, and venture commitments spanning multiple time zones.
• Proactively manage and protect calendar availability, flagging conflicts and ensuring appropriate follow-up.
• Enforce calendar protection in accordance with the principal's scheduling SOP, shared in onboarding.
• Support the meeting workflow end to end: agenda preparation, reminder coordination, briefing with meeting principals, coordination of AI and manual note-taking, review and approval of AI-assisted notes, and submission of recaps and next steps to all parties.
• Provide high-fidelity human note-taking when client privacy preferences require it.
• Help maintain a CRM to track outreach, meetings, relationships, and follow-ups across advisory clients, prospects, partners, and research participants.
• Help maintain outreach and communication templates and follow-up cadences, using the CRM as the source of truth.
• Track operational deadlines — grant timelines, client deliverables, contract milestones, and venture compliance dates — and flag them in advance.
• Contribute to documentation of standard operating procedures (SOPs) so the work is durable beyond any individual.

• Act as a growth engine by leveraging AI tools to systematically engage professional networks and identify aligned prospects for advisory and pilot conversations.
• Drive outreach to secure and confirm meetings, preserving the principal's time for high-level meeting preparation and execution.
• Provide research and scheduling support for pilot-related sales and partnership meetings, including prospect research, agenda preparation, and briefing materials.
• Anticipate fundraising and partnership needs and conduct proactive research for emerging initiatives.

Provide research and project support for a diverse roster of advisory engagements, including:

• Facilitating AI-enabled professional development and programmatic innovation work for educational and social-sector partners.
• Conducting development and philanthropic research for a nonprofit where the principal serves as an adviser, including AI advisory follow-through.
• Providing occasional scheduling and research support for a YC-backed civic-tech nonprofit where the principal serves on the board.
• Providing research and development support for an academic research initiative where the principal serves as an adviser.
• Assisting with prospective board and advisory inquiries.

• Assist with administrative filings, paperwork, and compliance to keep the principal's Ghana-registered entity in good standing.
• Maintain accurate records related to taxes, renewals, business registration, and vendor management.
• Support local logistics for a forthcoming pilot launching in summer 2026, including coordination with technical staff and participants as the pilot ramps up.

• Search and identify relevant grant opportunities for advisory clients using databases such as the Chronicle of Philanthropy, Candid, and others.
• Transcribe and format grant proposal content into Google Docs to enable team collaboration.
• Draft first versions of grant proposals for review; additional commission will be awarded for successful submissions.
• Demonstrate strong writing, punctuation, and grammar without exclusively relying on large language models, as some information will be sensitive and cannot be shared with external tools.