Executive Assistant, Operations

Who We Are

We-Collab is a strategy consulting firm dedicated to creating tangible, transformative solutions that directly impact people and communities with the highest need. We partner with philanthropies, national advocacy groups, member-based organizations, and social impact entities to maximize the impact of their investments and advance equity.

In short, we empower mission-driven organizations through strategic guidance, training, and innovative experiences. Visit our website for more information about We-Collab.

‍Cabellow (powered by We-Collab) is a new meeting and event space designed for small businesses and non-profits located in the same office building as We-Collab. It will be available for hourly rental and will also host We-Collab events.

The Role

We-Collab is seeking a candidate to provide strong, reliable support for operations by serving as the Executive Assistant to two (2) executive team members, providing internal systems and process support for the organization, and overseeing the rental processes for our latest venture – Cabellow.

The Executive Assistant will be a part of a growing organization and will be an integral part of our organization’s day-to-day operations. This candidate will also play a vital role in ensuring our team is equipped with the necessary operational support to be efficient and effective and nurturing a positive, inclusive work environment.

The ideal Executive Assistant will have excellent organizational skills, high professionalism, and a personable disposition to keep us thriving. The Executive Assistant will also have natural leadership in handling day-to-day activities and quick instincts when uncertainty arises.

The Executive Assistant will report to our Managing Director, and this position will require a flexible work schedule to accommodate the oversight of Cabellow rentals on evenings and weekends. Weekly schedules will vary to accommodate Cabellow’s booking schedule.

Your Primary Responsibilities

On a day-to-day basis, the Executive Assistant will carry out various administrative, operational, and logistical tasks. The primary responsibilities include:

Executive Assistant Support (65%)

Ensure smooth operations and effective management of two executives' professional commitments by managing a diverse range of administrative tasks
Organize and coordinate executives’ schedules by arranging appointments, maintaining calendars, and scheduling meetings, conferences, and travel
Oversee communication for executives, acting as the main point of contact and handling incoming communications, including emails, phone calls, and correspondence
Manage travel for executives, including flight, hotel, and car rentals, as well as prepare and track travel expense reports for submission to clients
Assist with meeting logistics (e.g, booking meeting rooms, ordering lunch, setting up conference calls) and preparation of support materials (e.g, printing agenda, documents)
Assist with financial administration, including client invoicing and payment tracking
Assist with operating administration, including certification, insurance, and HR documents
Complete errands for the executives as needed
Handle sensitive information and documents with utmost confidentiality and professionalism

Office Operations and Logistics (10%)

Manage office supply inventory by maintaining, tracking, and ordering supplies for the office as needed
Manage day-to-day office maintenance, including managing the cleaning crew and upkeep and restocking the fridge and restrooms with necessary supplies
Proactively coordinate logistics support for team activities, events, meetings, and retreats

Cabellow Space Management (25%)

Oversee vendor and customer communications for rental space, including responding to inquiries, email correspondence, directing phone calls and following up on necessary communication
Manage booking system for rental space, including confirming booking requests
Provide logistics support for rental (opening and closing the space, setup, breakdown)
Manage inventory of supplies by maintaining, tracking, and ordering supplies as needed
Oversee space maintenance, including scheduling vendors for cleaning and upkeep
Manage social media accounts for Cabellow, including developing compelling visual content, scheduling posts, and monitoring accounts for engagement

What We're Looking For

In addition to being passionate about equity work, we are looking for a candidate who thrives in a fast-paced environment with great time management skills, strong attention to detail and a high level of professionalism. Past experience or qualities that are necessary to be successful in this role include:

Bachelor’s degree with a minimum of 2 years of work experience
Ability to work independently with minimal supervision
Intellectually powerful and agile: curious, rigorous, and creative
High attention to detail and problem-solving skills
Strong organizational skills with the ability to multitask and prioritize effectively
Excellent communication skills, both written and verbal
Exemplary time management skills required
Possess a positive attitude and willing to interact with clients, co-workers and other personnel at all times
Proficient in Google programs (Docs, Sheets, Slide), Microsoft programs (Excel, Word, PowerPoint), and other programs such as Canva and Docusign
Ability to work varied hours, including evenings as needed for opening and closing the Cabellow rental space

What We Offer

This is a full-time position. The target salary range for this position is $60,000 – $75,000. We-Collab provides a comprehensive benefits package, including:

Generous Holiday & PTO Structure
Medical, Dental, and Vision Benefits
Long-Term Disability & Life Insurance
Maternity/Paternity Leave
Simple IRA Retirement Fund
Professional Development Fund

In addition, as a firm we seek to create a joyful and human-centered workplace that values the human experience and fosters joy. We regularly encourage our team to bring their lived experience and full selves to our space, and we prioritize equity, ensuring our work is meaningful and impactful for both our team members and clients.

If you’re looking for a company that encourages curiosity, optimism, and proactive thinking, We-Collab is a perfect fit.

Other Details

This is an in-office role based at our office in Houston, Texas, and will report to our Managing Director. The Manager will work closely with We-Collab team members and may work with its partners, funders, consultants, and clients nationwide.

Apply now