Executive Assistant (Contractor)

The U. S. Federation of Worker Cooperatives (USFWC) is the national grassroots membership organization for worker cooperatives and other democratic workplaces. Our mission is to build a thriving ecosystem for worker-owned and controlled businesses and their cooperative leaders to power movements for racial justice and economic democracy.  Our Federation includes over 400 business and organizational members.  Representing the estimated 1,300 worker co-ops in the U.S. and their 15,000 workers, we advance worker-owned, -managed, and -governed workplaces through cooperative education, organizing, advocacy, and development.

USFWC is seeking an Executive Assistant (Contractor) to provide high-level administrative support to the Executive Director. This role requires exceptional organizational skills, strong attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment. The EA acts as a task manager, communicator, and problem-solver, ensuring the leader’s time is optimized and the organization runs smoothly. The Executive Assistant will also work closely with the Senior Leadership Team.

 

About the Opportunity

Reports to: Executive Director

Location:  Remote, anywhere within the Contiguous U.S. or Puerto Rico

Position Type:  1099 Contract (4 month contract with opportunity to renew)

Hours: 10-15 hrs/week

Pay rate:  Hourly, $40/hr

 

Scope of Work

Scheduling, Administration, and Task Support

• Maintain an ongoing understanding of the Executive Director’s priorities, commitments, workload and needs in order to support them in carrying out their strategic vision and duties.
• Meet regularly with the E.D. to assist in managing and monitoring  upcoming meetings, tasks and deadlines, ensuring that reasonable time blocks are set aside to complete tasks
• Meet at least weekly with the Executive Team’s current scheduler to prioritize internal and external requests, and gradually transition into performing scheduling for the E.D. 
• RSVP to meetings initially, and confirm in the days prior. Communicate about changes or cancellations, and ensure that calendar events reflect accurate  information about how meetings are taking place (meeting platforms, links or phone numbers and other details), including for recurring meetings.
• Support needs related to being out of the office, including redirection of messages to other team members, PTO tracking, and supporting prioritization of tasks upon return.

 

Meeting Preparation and Communication

• Assist the E.D. in preparing for and following up on meetings and events. Tasks may include, but are not limited to – agenda review, agenda preparation, adding relevant details to calendar events, limited background research, sharing information from meeting participants prior to meetings, and summarization of notes and documents.
• Support the E.D’s ongoing communication and meeting follow up with external parties, for example by sending links, reports and other information.

 

Executive Travel & Event Attendance

• Coordinate overall logistical planning for the E.D.’s travel, ensuring bookings, scheduling, housing, meals, reimbursements, dietary and accessibility requirements are attended to.
• Communicate proactively with the E.D. and those requesting his attendance at events in order to understand their itineraries, travel preferences and travel needs, as well as the needs of the partners
• Complete and/or confirm registrations for in person events.
• Research and arrange for travel and lodging as needed, coordinating with the E.D. on desired schedule and with the Operations Team to make any necessary purchases.
• Coordinate with the E.D. and event hosts to provide necessary materials (biography, headshots, etc) tailored appropriately for the event audience, including post event follow-up and thank you messages.
• Maintain up to date speaker biographies of appropriate length and themes for different audiences.
• Manage and track receivables related to speaking events, including honoraria and reimbursement requests.
• Prepare presentation notes, slide decks and/or talking points as needed/feasible, with support from staff.

 

Other

• As time allows, assist with writing memos and/or reading and summarizing information for the E.D.

 

Required Qualifications

• 3+ years of experience providing direct administrative support to executives or senior leaders in a professional setting
• Excellent written and verbal communication skills – frank, direct communication is valued!
• Strong organizational and time-management abilities
• Ability to prioritize and multitask
• High proficiency with Google Workspace, presentation decks, Slack, project management and other tools for remote communication and coordination
• Experience coordinating work with others in a remote workplace
• Demonstrated ability to handle sensitive and confidential information with discretion
• Proactive, resourceful, and detail-oriented approach
• Strong problem-solving skills

 

To apply, submit your resume, cover letter and three references here. If possible, please include references from other clients to whom you have provided contract administrative assistance.

The USFWC is an Equal Opportunity employer. We highly encourage applicants of color, applicants who grew up poor or working class, LGBTQIA applicants, and applicants from other historically marginalized communities to apply.