Executive Assistant, U.S. Programs

Reporting to the Vice President, U.S. Programs, the Executive Assistant will be responsible for the VP’s calendar and time management, administrative support for the VP, travel logistics, and other duties as assigned. The EA will often work collaboratively across the Programs functional unit. To succeed in this role, the candidate will have superior organizational and planning skills to balance multiple projects and priorities, paying attention to detail as well as an ability to maintain a big-picture perspective. They’ll bring strong emotional intelligence to the role being attuned to organizational dynamics, stakeholder priorities, and leadership style- ensuring both the work and the people behind the work are supported effectively.

Description

• This role is based in the U.S. Applicants outside the country will not be considered.
• This is a full-time role.
• This role may be hybrid or remote, Central (CT) or Eastern (ET) Time Zones preferred. If the finalist is remote, they will be expected to travel to the Omaha office at least 4 times per year.
• Limited additional travel may be required to support the VP of US Programs.

Responsibilities

Administrative Support for VP

• Support key processes on the VP’s behalf, including but not limited to:
  • Managing and tracking documents to be signed.
  • Soliciting, and at times creating, meeting agendas.
  • Consolidating and finalizing quarterly reports to the whole foundation.
• Ensure that the VP is optimally prepared for internal and external meetings including gathering background materials and preparing talking points, as needed; support the VP’s internal and external communications needs.
• Demonstrate the ability to communicate clearly and thoughtfully in written and verbal correspondence.
• Create presentations and obtain and summarize data for reports and presentations.
• Provide support to the VP on budgeting and expense reporting.
• Other administrative support as needed.

Complex Calendar Management for the VP

• Oversee the VP’s time management by partnering directly with the VP and acting on their behalf to schedule meetings, strategically manage priorities, and adjust the calendar as needed. This includes coordinating across domestic and international time zones and maintaining the VP’s long-term calendar.
• Proactively optimize the VP’s calendar ensuring time is prioritized and spent effectively and efficiently.
• Identify opportunities for enhancing the team’s efficiency, effectiveness or cohesion and make solution-based recommendations to the VP.

Communications and Collaboration

• Maintain continuous lines of communication and positive relationships with the team, helping to keep them informed on critical issues and ensuring they have needed information in a timely manner.
• Maintain a positive relationship with other USP team support members like Senior Assistants and administrative assistants and communicate regularly to share information; Offer coaching and guidance to other members of the USP administrative team.
• Contribute to an inclusive, collaborative, and productive team culture; Identify ways to improve DEI efforts internally and programmatically and commit to your own ongoing learning about inclusive behaviors and work cultures.
• Engage in learning opportunities, including participation in team meetings, skill building, collaboration, and equity learning agenda.

Travel Logistics

• Responsible for booking and managing travel for the VP; This includes multiple international trips each year and frequent domestic travel.

*These responsibilities may change or evolve over time in alignment with the Foundation’s needs and initiatives.

Qualifications

Background and Experience

Required

• Minimum 6+ years’ experience in similar roles supporting executives, regularly interacting with internal and external contacts.
• Proven track record of providing excellent, complex, and confidential administrative support to an executive leader.
• Strong proficiency with Microsoft tools including Word, Excel, Outlook, Teams, SharePoint, OneDrive and a willingness to learn other software as needed.
• Excellent written and verbal communication skills.
• Proven experience managing high-volume, highly dynamic executive calendars, including long-term planning and coordination across domestic and international time zones.
• Demonstrated ability to steward executive time strategically, generate reporting on time allocation, and support priority alignment.
• Demonstrated experience exercising resourcefulness, good judgement, and discretion to make decisions and act at times without having a lot of direction.

Preferred

• Experience with nonprofit, philanthropic, or mission-driven organizations.
• Reproductive health content knowledge is a plus.
• Experience with AI tools and leveraging them to support administrative processes.
• Familiarity with budgets and basic accounting.

Attributes for Success

• Organized and Efficient - Highly detail-oriented with the ability to maintain a fast pace while delivering high-quality work. Proactively anticipates challenges and adapts to overcome roadblocks.
• Respectful Collaborator - Builds and maintains effective working relationships with team members, as well as internal and external partners, through strong interpersonal skills. Works effectively outside formal authority to achieve goals, while demonstrating kindness, authenticity, and optimism.
• Navigate Power Dynamics – Exercises sound judgment and awareness when engaging with stakeholders at all levels. Demonstrates diplomacy and tact, understanding how to achieve outcomes through both formal channels and informal networks. Adapts communication and approach appropriately, with an understanding of how to effectively manage up.
• Commitment to Confidentiality and Discretion - Demonstrates an unwavering commitment to confidentiality and discretion. Applies critical thinking and sound judgment when managing sensitive or non-routine matters.
• Communication – Communicates effectively and professionally, both verbally and in writing. Is responsive, thoughtful, and culturally humble, with the ability to convey complex information clearly to diverse audiences.
• DEI Mindset - Values and respects the uniqueness of individuals across diverse identities and backgrounds. Works effectively with people of varying cultures, interpersonal styles, abilities, and perspectives. Actively challenges practices or policies that may be exclusionary and demonstrates a strong commitment to racial equity.
• Conflict Management - Demonstrates the ability to set appropriate boundaries and say “no” when needed. Has the confidence to prioritize sound decision-making over popularity. Navigates ambiguity with ease and remains adaptable in the face of constant change driven by internal and external factors.

Shared Values

• A genuine understanding of, and appreciation for, the significance of our values: (1) Respect for Donor Intent, (2) Integrity, (3) Humility, and (4) Love of Humanity.
• An alignment with the Foundation’s progressive values, including unambiguous support for individual reproductive freedom.

Our Commitment to Equal Opportunity

We are committed to creating a workplace where employees thrive both personally and professionally. This includes not only creating a diverse team where everyone feels represented, respected, and included, but also embedding these values across our work and practices. All applicants should expect equality of opportunity and fair treatment without regard to any protected characteristics.

Our Commitment to Pay Transparency

STBF is committed to pay transparency and fairness. The salary range for this position is $114,000 – $130,000 per year, which reflects our good faith estimate of what we expect to offer. Where a candidate falls within – or, in special circumstances, above – this range will depend on factors such as experience, skills, qualifications, and internal equity. We encourage open discussions about compensation throughout the hiring process.

Apply by March 20, 2026: Complete the application and submit your resume through this link - Executive Assistant, U.S. Programs