Executive/Special Assistant

Summary

We’re looking for an Executive/Special Assistant (ESA) to support leaders of mission-driven organizations through a fractional, shared services model. Placed and supported by Endeavor TBD, contractors in this role are assigned to one or more client sites–each contract running approximately 10–15 hours per week–giving the right person the flexibility to build a portfolio of impactful work across multiple organizations. The leaders you'll support are running social enterprises where the work is complex, the stakes are real, and operational clarity directly enables impact. They need a trusted partner who can keep things moving without being asked twice. Day to day, this role keeps work moving and leaders focused–managing calendars and inboxes, coordinating logistics, tracking commitments, and ensuring follow-through. But it goes beyond task management. We're looking for someone who owns the thinking behind the work: anticipating needs, noticing patterns, improving systems, and making thoughtful decisions about priorities and flow. The right person for this role thrives in environments where the mission matters. They're energized by variety and find genuine satisfaction in being the person a busy executive can actually count on. They enjoy creating order, staying a step ahead, and taking ownership of outcomes–not just tasks. About Endeavor TBD and the Clients an Executive/Special Assistant Might Support Endeavor TBD, LLC (E.TBD) is the operations firm for social enterprise. Clients have a vision for good; are grounded in why, know what, and are asking how–exactly how to get there. We’re all about How. E.TBD provides implementation, staffing, search, and training services to organizations with a purpose beyond profit — easing the way through smoother operations, simpler technology solutions, and organizational infrastructure that our clients can feel. As an ESA contractor placed by E.TBD, you won't be working for Endeavor TBD day to day, you'll be working inside the organizations we serve. Here's a sense of who those leaders might be:

• A community-based education and training provider whose Executive Director is navigating program growth, funder relationships, and a team doing more with less
• An event production and consulting firm producing large-scale, culturally rich celebrations for municipalities, with a CEO who needs a trusted partner managing the backend while they stay focused on the work only they can do
• A higher education center advancing social justice through community-university partnerships, where steady systems and reliable follow-through make all the difference

These are leaders doing meaningful work. The ESA who thrives here will bring excellent care and competence to every client they serve. About the Executive Assistant Role In this role, the Executive/Special Assistant is not only responsible for managing tasks and logistics, but for owning how executive support functions day to day. This includes thinking ahead, planning proactively, making informed judgment calls, and continuously improving how systems, communication, and coordination work for the leaders you support. We're looking for someone who takes responsibility for outcomes, not just assignments. As a contractor, you may support one or more clients simultaneously, each with their own culture, priorities, and pace, and the best ESAs will bring consistency and care to all of them. Core Responsibilities

• Executive Inbox & Calendar Management
• Manage and triage executive inboxes with discretion and judgment
• Draft and send routine responses using approved language and templates
• Schedule, reschedule, and confirm meetings across multiple calendars
• Prepare daily or weekly calendar look-aheads and flag conflicts
• Track commitments and follow up proactively when deadlines are approaching
• Coordinate travel logistics when needed

Meeting & Communication Logistics

• Coordinate meeting logistics (Zoom links, agendas, materials)
• Take notes on selected meetings (e.g., business development, planning)
• Send follow-ups, summaries, and action items
• Track next steps so conversations turn into movement

Administrative Business Operations

• Prepare and submit invoices using existing templates
• Track invoice status and follow up as needed
• Maintain organized records for financial and administrative documents
• Support document editing, preparation, and file organization

CRM, Pipeline & Follow-Up Support

• Maintain lead trackers or CRM systems (status updates, notes, reminders)
• Flag stalled follow-ups or overdue actions
• Prepare

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