Maremoto: Senior Executive Assistant

Maremoto: Senior Executive Assistant LOCATION Remote SALARY $70,000 - $95,000 COMPANY Maremoto DEPARTMENT Executive Office EMPLOYMENT TYPE Non-Profit JOB DESCRIPTION About Maremoto Fund Maremoto is a set of organizations building a world where Latinos take charge of our lives through unified power in politics, media, and culture. We’re a bold, ambitious home for visionary change—bringing together civic, cultural, and media strategies that move millions, shift narratives, and demand our rightful place in U.S. democracy. Our work is powered by deep community, big ideas, and the conviction that the future is ours to shape. We’re a new organization, but our roots run deep. Maremoto was born from a team that’s been at the forefront of Latino political strategy, cultural storytelling, and community power-building for years. We’re going even bigger—and we’re looking for people who want to build something transformational with us. Description Position: Senior Executive Assistant to the Executive Director Department: Executive Office Location: Remote, based in the United States Reports to: Chief of Staff Classification: Full-time, exempt Term: Permanent, no end date Preference will be given to candidates who are able to work business hours in the Central Time Zone. Senior Executive Assistant to the Executive Director Overview: The Senior Executive Assistant to the Executive Director is responsible for supporting the day‑to‑day effectiveness of the Executive Director through strong calendar ownership, inbox management, meeting preparation, travel coordination, and priority management. This person serves as a trusted partner in helping the Executive Director stay focused on the highest‑value work, while also ensuring that important details are captured and followed through in a fast‑moving environment. The ideal applicant for this role is someone who has strong judgement, excellent communication skills, and the ability to synthesize fragmented information into clear action. They are highly responsive while remaining calm under pressure, proactive without overstepping, and comfortable operating with both autonomy and direct feedback. This role is best suited for someone who enjoys supporting a high‑capacity leader and helping create order, clarity, and momentum across many moving pieces. Senior Executive Assistant to the Executive Director Responsibilities: Executive operations and calendar management (40%) Own and manage a complex, high‑volume calendar across internal meetings, external stakeholder meetings, board commitments, travel, speaking engagements, and personal scheduling as needed Manage and protect the Executive Director's time, ensuring all meetings are intentional, well‑prepared, and reflective of organizational priorities Make scheduling decisions and tradeoffs in real time as priorities shift Help protect time for deep work, preparation, and high‑value external engagement Provide real‑time reminders and support throughout the day to help the Executive Director stay on schedule Prepare briefing materials, including schedules, meeting context, agendas, and key documents Produce a daily brief that outlines next‑day schedule, priorities, and important updates Ensure internal and external meetings involving the Executive Director are well‑prepared in advance Coordinate with internal and external stakeholders to confirm logistics, timing, and materials for meetings and events Accompany the Executive Director in meetings as needed, documenting key decisions, action items, and next steps to support effective follow‑through Inbox and communications management (40%) Manage executive inbox flow, including triage, drafting, and responding on behalf of the Executive Director where appropriate Identify high-, medium-, and low‑priority communications and ensure timely follow‑up Draft clear, concise, high-quality email responses and internal communications, with the ability to capture the Executive Director’s “voice” for emails that need direct response from the Executive Director Maintain visibility into communication across email, phone, text, and other channels, ensuring key context and follow‑up items are consistently captured Maintain a clear, up‑to‑date view of priorities, tasks, and next steps to streamline the Executive Director’s workflow Identify inefficiencies and suggest process improvements that strengthen executive support over time Serve as a proxy for the Executive Director when appropriate by locating information, sharing status updates, for prep calls, and helping move work forward Travel coordination and logistical support (10%) Manage detailed travel logistics and itineraries for the Executive Director, including proactive planning and real‑time adjustments in accordance with organizational policies and the Executive Director’s preferences Anticipate and prepare for travel needs ahead of time, and respond to any challenges that arise with composure, efficiency, and a solutions‑oriented approach. Prepare travel‑related materials, briefing information, and schedules in advance Administrative support (10%) Manage expense reporting on behalf of the Executive Director, including transaction reconciliation and timely submission of expenses and reimbursements through the organization’s financial management system Provide project management support via KPI tracking and regular reporting for both the Executive Director and the leadership team Offers occasional personal assistant support, including scheduling personal appointments and coordinating personal logistics as needed. Senior Executive Assistant to the Executive Director Qualifications: Skills Highly organized and detail‑oriented Strong written and verbal communication skills Excellent judgement and prioritization skills Calm, resourceful, and solutions‑oriented under pressure Able to manage multiple moving priorities without losing track of details Comfortable giving and receiving direct feedback Strong discretion and ability to handle sensitive information with care Experiences 5‑7 years of prior experience supporting senior executives or leaders in a high‑level support role Experience managing complex calendars, travel, and high‑volume inboxes Experience working in fast‑paced environments with shifting priorities and limited context Experience supporting leaders in nonprofit, political, advocacy, media, startup, or similarly dynamic environments is a plus Prior remote work experience strongly preferred Knowledge Familiarity with Google Workspace, Slack, Zoom, and project management tools Comfort working across multiple communication channels, including text and mobile‑based workflows Bilingual or native Spanish speaker is a plus, but not required The ideal Senior Executive Assistant to the Executive Director candidate is: Deeply proactive and highly dependable. They do not wait to be told every next step, and they know how to move work forward with confidence A thoughtful operator who can connect dots, read context clues, and make strong decisions even when every detail is not handed to them A strong communicator who can draft, summarize, and follow through with clarity and speed Energized by supporting a high‑capacity leader and committed to keeping them focused, prepared, and operating at their best A sharp, service‑minded partner who protects time, reduces friction, and takes pride in making things run smoothly Some nights and occasional weekend work may be required based on travel, events, organizational priorities, or urgent needs. Travel may be required periodically, including an annual staff retreat and occasional in‑person coworking sessions with the Executive Director, which may look like 1–2 times per month or quarter. When the Executive Director is traveling for events, there may be opportunities to meet in‑person and work together on‑site. Senior Executive Assistant to the Executive Director Compensation Salary: $70,000-$95,000 annually, less payroll taxes and other withholdings Employer sponsored healthcare, including platinum or gold health, dental and vision options. Supplementary plans include life and disability insurance. Retirement benefits become available after 3 months of continuous service. Additional benefits include a monthly cell phone stipend and regular opportunities for professional development and on‑going learning. Clear growth and development opportunities within the organization. Paid time off policies, such as vacation, sick, bereavement and voting leave, all with religious accommodations. Including family and medical leave. Excellent work‑life balance, with a highly supportive and communicative team. We value diversity, equity and inclusion. Maremoto Fund is an Equal Opportunity Employer. All qualified applicants will receive equal consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or covered veteran status. We are committed to creating a welcoming and inclusive environment for all members of our community. #J-18808-Ljbffr