Program & Executive Assistant

Job Summary:
Haven of Hope International is a faith-based nonprofit dedicated to improving the quality of orphan care globally. We are seeking an experienced, proactive, and highly organized Program and Executive Liaison to support our President. This role is critical in ensuring the President’s priorities are executed efficiently through skilled scheduling, administrative support, donor engagement, and communication management.

The ideal candidate will be flexible, detail-oriented, mission-driven, and comfortable wearing many hats in a fast-paced environment. They will act as a true extension of the President, representing her voice and heart for the mission, while also maintaining organizational structure and productivity. Salary commensurate with experience.
Primary Responsibilities:
Administrative Support:
·       Prioritize and manage the President’s calendar, appointments, and travel arrangements.
·       Serve as a liaison between the President and internal/external stakeholders.
·       Draft, manage, and respond to communications on behalf of the President.
·       Organize meetings (Board, internal, donor, partner), ensuring agendas, logistics, and materials are prepared in advance.
·       Take and distribute accurate minutes and follow up on action items.
Program and Organizational Liaison:
·       Track program progress to ensure stats and next steps are implemented.
·       Schedule and coordinate team meetings, including preparing agendas, materials, and following up on action items.
·       Track project deadlines and deliverables, keeping the Executive Director informed of progress and any potential issues.
·       Compile quarterly Board agendas and reports.
·       Schedule and manage logistics for Board & Advisory Board meetings (venue, meals, materials).
·       Track deadlines and follow-ups associated with Board and advisory members.
Donor and Fundraising Support:
·       Coordinate special donor appreciation initiatives, acknowledgments, and personalized receipting.
·       Support fundraising campaigns and initiatives with the President, including correspondence and logistics.
·       Assist with tracking donor engagement and contributions, maintaining confidentiality and accurate records.
Operational & Financial Support:
·       Assist with processing business-related expenses, purchases, and tracking budgets related to the President’s office.
·       Support onboarding/offboarding procedures for staff or contractors in collaboration with Integrator.
·       Maintain files, records, and relevant information in a well-organized digital system (e.g., Google Drive, Asana, Podio).
Special Projects:
·       Coordinate logistics for special events, trainings and speaking engagements involving the President.
·       Provide administrative support for conferences and trips, including travel packets and presentation prep.
·       Assist in tracking and supporting high-priority organizational initiatives assigned to the President.
Key Qualifications:
·       Minimum 3 years of executive-level administrative experience.
·       Strong written and verbal communication skills.
·       Excellent organizational and time management skills; ability to manage multiple priorities.
·       High level of professionalism and discretion.
·       Strong alignment with Christian values and the mission of Haven of Hope International.
·       Experienced in digital tools such as Google Workspace, Asana, Zoom, and CRM/Bloomerang systems.
Ideal Attributes:
·       Emotionally intelligent and highly adaptable.
·       Strong sense of ownership and initiative.
·       Graceful under pressure and able to pivot quickly.
·       Ability to maintain strict confidentiality and uphold trust.
·       Warm, servant-hearted demeanor with a deep passion for orphan care and faith-based service.