Title: Executive Assistant
Reports to: President
Location: Charlottesville, VA
Schedule: Monday – Friday, 9am – 5pm
Status: Full Time – Exempt (40-hour work week with full-time benefits)
Compensation: Salary range:  $60,000 – $75,000
Benefits Include: Hybrid In-Person and Remote, Group Health and Dental Insurance, Short-Term and Long-Term Disability Insurance, Vision Insurance, 403(b) Plan, Profit-Sharing Plan, Paid Time Off, and Retreat Time Off

Position Summary

Provides daily administrative support to the President and manages the office operations. Assists the President with prioritization and scheduling.  Makes judgments and decisions on behalf of the President as needed. Provides support as needed to the Mind and Life team, including the Board of Directors and Steering Council.  

  • Assists President:
    • Reviews daily email and other communications for the President and prepares responses or response drafts, depending on the nature and urgency of the communication.
    • Assists the President with prioritization and time management, tracking and addressing multiple projects and issues at hand.
    • Takes initiative to prepare correspondence, reports, and presentations.
    • Manages the President’s calendar, including but not limited to activities, meetings, and travel schedule.
    • Arranges all of the President’s travel in keeping with the President’s preferences and in alignment with the Mind and Life Travel Policy, demonstrating cost saving measures.
    • Prepares the President’s expense reports including organizing receipts, documenting business purpose of expenses, and tracking all expenses for reimbursement.
    • Maintains positive working relationships with all Mind & Life colleagues and the broader Mind & Life community.
    • Coordinates Board of Directors and Steering Council meetings as well as other groups and meetings led by the President, taking minutes where appropriate.
    • Guides the creation of the Board Book and other reports to the Board.
    • Works with the Advancement Team as it relates to the President’s responsibilities and priorities related to fundraising and communications.
    • Works with the Events and Programs Team as it relates to the President’s responsibilities and interests related to Mind and Life events.
    • Tracks donor notes and keeps contact information updated in Salesforce as well as coordinating Moves Management with the Director of Advancement.
    • Completes other tasks and assignments as requested by the President.
  • Supports office operations:
    • Provides support to the Mind and Life team as needs, projects, and events arise, such as scheduling, creating agendas, and minute-taking for meetings.
    • Support office operations to include, but not limited to:
    • Maintaining a welcoming and functional physical office environment. 
    • Coordinating facilities-related needs, such as office supplies, communicating with janitorial staff, maintaining a list of key holders, etc. 
    • Customer service provision to in-person visitors and vendors. 
    • Management of office calendar, info@ inbox inquiries, and mail, including driving to the nearby post office box.
    • Provide local administrative support for IT as needed (new equipment, upgrades, or updates).

Qualifications

  • Minimum of 3-5 years previous on-the-job experience at the level of executive assistant for senior management, C-Suite preferred. 
  • Preference for previous work experience for management consulting firm.
  • 2-year associate degree or higher, or equivalent education and experience.
  • Strong visual communication skills with ability to effectively interpret and condense information for presentation to an audience.
  • Advanced proficiency in the use of office technology and operating systems, including Google Workspace and MS Office Suite (Word, Excel, PowerPoint). 
  • Strong communication skills (written and oral), with the ability to communicate with discretion and poise effectively and personably.
  • Collaborative nature, with the ability to maintain strong and positive relationships with internal and external stakeholders.
  • Team-oriented with an energetic and proactive attitude and approach.
  • Successful track record in prioritization with keen judgment and problem-solving skills.
  • Demonstrates excellent attention to detail marked by intentionality.
  • Able to maintain strict confidentiality and discretion.
  • Embodies personal qualities of integrity, kindheartedness, and credibility.
  • High level of self-awareness and emotional intelligence.
  • Multicultural awareness and appreciation of diversity.
  • Strong commitment to the mission and values of the Mind & Life Institute.

Additional Information

  • Based in Charlottesville, Virginia.
  • Mind & Life operates in a hybrid in-person and remote work environment.
    • Three days in-office, two days remote.
  • Position may include occasional domestic or international travel (a few times per year).
  • All offers of employment are contingent upon clear results of a thorough background check. 
  • Candidates must have an automobile and a valid driver’s license.
 

Mind & Life is an equal opportunity employer and is committed to equity, diversity, and inclusion, and following best practices to support a thriving organization with a diversity of perspectives. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Please submit your cover letter and resume to jobs@mindandlife.org using the subject line “Executive Assistant.”

(Updated April 15, 2024)

About Mind & Life

At the Mind & Life Institute, we bring science and contemplative wisdom together to better understand the mind and create positive change in the world. Building on Mind & Life’s 35-year legacy and co-founder the Dalai Lama, we seek to foster insights and inspire action on how our inner lives contribute to individual, societal, and planetary flourishing. We’re committed to addressing mounting global challenges through our convenings, grantmaking, digital resources, and strategic partnerships. 

With our organizational values of compassion, integrity, excellence, inclusion, and curiosity, we are committed to attracting and retaining a diverse staff. As such, we will honor your experiences, perspectives, and unique identity. Together, we strive to create and maintain a working environment that is inclusive, equitable and welcoming. Please see Our Commitment to Racial Equity and Inclusion on our website.