Executive Assistant, Office of the Co-Directors

The Role: Executive Assistant, Office of the Co-Directors

This role can be done remotely, with a preference for candidates who live in or can easily travel to Boston or the San Francisco Bay Area. Periodic travel is expected (approximately 5-10% for organizational retreats and in-person collaboration).

Who We Are

One Project collaborates with people to build tools, systems and support for the futures ahead.

We build deep relationships with communities who share a vision for a new economy. We work alongside them to co-create social and digital infrastructure, and also offer material support to nurture a growing ecosystem of collective action.

Our Vision

A thriving, sustainable world beyond capitalism, where democratic human systems nurture diverse perspectives, cultures, and ecosystems. All enjoy abundance, none are structurally oppressed.

Our Mission

To nurture a just transition to a regenerative democratic economy.

The Opportunity

We are seeking an Executive Assistant to support the Executive Office at One Project. This role will primarily support our Co-Directors, including our Founder, while being adaptable to evolving leadership structures, including potential support for an incoming COO.

The ideal candidate will be adept at managing complex, dynamic executive support needs and be prepared to adjust as our organization grows and our leadership structure evolves. This role offers a unique opportunity to work closely with visionary leaders, including our Founder, as we drive transformative change in resource allocation and democratic systems.

Key opportunities include:

• Providing robust administrative support to the Co-Directors, Founder, and incoming COO, including managing complex schedules and competing priorities
• Establishing and optimizing the executive office of a growing, mission-driven organization, working in close partnership with the Chief of Staff and Head of Operations
• Designing and implementing processes that optimize executive operations, working closely with the Head of Operations
• Facilitating seamless, harmonious communication and collaboration within the executive team and across the interdisciplinary leadership team
• Adapting support structures as leadership roles and organizational needs evolve

This role requires exceptional organizational skills, strategic thinking, and the ability to anticipate and meet the changing needs of a dynamic leadership team.  The Senior Executive Assistant will collaborate closely with the Chief of Staff as well as the Operations team. 

What You’ll Do 

• Establish and Manage the Executive Office
• Set up and maintain efficient systems for calendar management, communication flow, and document organization
• Develop and implement processes for optimizing leadership time and effectiveness
• Create and manage a system for tracking and following up on action items and commitments
• Provide Comprehensive Administrative Support
• Manage complex calendars, prioritizing and scheduling meetings, appointments, and travel arrangements
• Provide inbox management, ensuring effective communication and timely responses
• Assist in drafting and editing communications, presentations, and reports
• Prepare expense reports, reimbursements, and invoices, maintaining accurate records
• Coordinate Meetings and Events
• Plan and execute internal and external meetings involving the executive office, ensuring all logistics are handled smoothly
• Prepare agendas, compile briefing materials, and manage follow-ups
• Coordinate with internal and external stakeholders to ensure seamless execution of events
• Support Special Projects
• Manage special projects and initiatives as assigned by the CoS and Executive Office
• Ensure timely completion and effective communication with relevant parties
• Stakeholder Management
• Serve as a liaison between leadership and internal/external stakeholders
• Maintain relationships with key partners in the leaders' networks
• Facilitate effective communication and collaboration across the organization

You may be the candidate we’re looking for if you bring… 

• 5+ years of experience as an Executive Assistant, preferably in fast-paced startup, non-profit, or social impact environments
• Strong organizational skills and attention to detail
• Excellent communication abilities and writing versatility
• Proficiency with calendar management, email systems, and productivity tools
• Experience with project management tools and CRM systems; experience with Asana is a plus 
• Discretion in handling confidential information
• Adaptability and comfort with ambiguity
• Alignment with One Project's mission and values
• Empowering and values-driven work style
• Ability to promote team harmony, acting with integrity and compassion
• Passion for social justice and systems change (preferred)

As an organization, One Project team members choose to commit to actively practicing and creating the conditions for:

• Clarity of purpose
• Collaboration and teamwork
• Candor and caring  
• The flourishing of diversity
• Trust and harmony
• Embracing polarities 
• Effectiveness and rigor 
• Curiosity and humility 

Working at One Project

One Project strives to be a place where a diverse mix of talented people are empowered to bring their full, authentic selves to do their best work. Our goal is to build a team that reflects the world we live in and celebrates multiple approaches and points of view. We believe diversity drives innovation and every idea deserves consideration and respect. We have an unwavering commitment to inclusion across educational background, gender identity and expression, sexual orientation, religion, ethnicity, age, citizenship, socioeconomic status, disability, and veteran status.

The starting salary range for this role is $80,000 - 100,000. One Project offers competitive salaries and comprehensive benefits to attract the strongest candidates and to reflect our values. 

How to Apply 

Please submit your resume. As part of the application process, we’re asking candidates to answer a few written questions in place of a cover letter. Your answers will help us get to know you better and hopefully give you a chance to better understand what we are looking for in candidates. 

What You Can Expect from Our Hiring Process:

Once you have submitted your application, you will receive an automated confirmation. If you are selected for an interview, we aim to reach out to you within 2 weeks of submitting your application.

We strive to have an inclusive hiring process that includes opportunities for us to get to know each other. We may ask to review examples of your work in addition to inviting you to participate in interviews. Our process may include:

• An initial phone or video interview with People Operations 
• Video interviews with our Chief of Staff and Operations Lead
• Reference checks 
• Final interview with our Co-Directors

On occasion, we may invite other team members to participate in the interview process and/or touch base with finalist candidates by phone. We understand that candidates’ time is limited and that these conversations are extended as invitations to learn about One Project and ask questions.