Executive Assistant to the Executive Director (Fully Remote Position at Not-for-Profit Association)

About the American Montessori Society 

The American Montessori Society (AMS) is the foremost advocate for quality Montessori education. AMS sets the high professional standards that inform Montessori education as practiced in AMS-accredited schools and taught in AMS-affiliated teacher education programs. AMS provides an information center for its members, the media, and the public; a voice in the public policy arena; and a mobilizing force for the global Montessori community, through support services, research, and professional development events. Thousands enjoy AMS membership globally and attend AMS's premier conference for professional Montessori educators, The Montessori Event, in person and online. AMS comprises over 20,000 members, including 1,300 private and public schools.

AMS is classified as a 501(c) (3) tax-exempt, nonprofit organization.

Reports to: Executive Director                   

Classification: Full-time FTE (1.0), Regular, Exempt

Liaises with: Staff in all areas of the organization, board members & committees

Designation: Remote working in the Eastern Time Zone. Position involves work-related travel in the United States three to four times per year.

Employee must reside in one of the following states: Maine, Vermont, Connecticut, New Hampshire, Massachusetts, New Jersey, Pennsylvania, Delaware, Maryland, Virginia, West Virginia, Ohio, North Carolina, South Carolina, Georgia, Florida, Alabama, Michigan, Tennessee, Iowa, Wisconsin, Missouri, Minnesota, and Texas 

To Apply: Only applications with a resume and cover letter will be considered.

Note to the applicant:  Only shortlisted candidates will be contacted for an interview.  No calls please. Must be eligible to work in the United States. 

The Executive Assistant to the Executive Director is a key member of the senior leadership team, providing high-level administrative, logistical, and strategic support to the Executive Director (ED). This role manages the day-to-day operations of the ED office, Board committee work and development efforts. Additionally, the Executive Associate represents the ED at internal and external events and facilitates seamless communication and coordination across the organization. The role requires travel 3–4 times annually to support events such as annual retreats, The Montessori Event, Board meetings, and other organizational activities.

Key Responsibilities 

Executive Support 

• Serve as the primary point of contact for the ED's office, managing correspondence, scheduling, and meeting preparation.

• Draft, review, and edit communications, presentations, and reports for the ED.

• Coordinate and prioritize the ED’s calendar.

• Anticipate the ED’s needs and proactively address administrative or logistical challenges.

• Attention to detail is a must for all correspondence, documentation, and tasks to ensure accuracy and professionalism.

• Represent the ED's Office at events and organizational activities

Board Support 

• Serve as the liaison between the ED, Board of Directors, and Board committees.

• Coordinate and organize Board meetings, including scheduling, agenda preparation, minutes, and follow-up.

• Coordinate event logistics and schedules for ED and other participants at in-person board meeting(s). 

• Ensure timely distribution of meeting materials and maintain accurate records of Board activities.

• Support the ED in Board relations, including ongoing communication and engagement strategies.

Management and Cross-Team Coordination

• Manage day-to-day operations of the ED office, including monitoring of ED related budgets, expenses, and resource allocation.

• Collaborate with internal teams to ensure alignment of organizational priorities and initiatives.

• Support special projects and organizational initiatives as assigned by the ED.

• Attention to detail is a must in cross-team coordination to ensure all elements of projects and communication are precise and thorough.

• Coordinate arrangements for a variety of AMS events including staff retreats, staff professional development, team building activities and luncheons.

Development and Recognition  

• Assist in planning and implementing development initiatives, including donor stewardship, cultivation, and recognition efforts.

• Coordinate and support the work of the Development and Recognition Committees, ensuring effective collaboration and alignment with organizational goals.

• Support the ED in preparing for donor meetings, events, and major fundraising efforts, including the creation of presentations and briefing materials.

• Maintain accurate records of development activities, donor interactions, and recognition efforts in collaboration with the Development Committee. 

Qualifications 

This role requires a high level of professionalism, discretion, and self-initiative. 

Education and Experience

• Bachelor’s degree in a relevant field or equivalent experience required.

• Minimum of 10+ years of experience in executive-level administrative support, nonprofit management, or a related role.

• Experience with Board relations and event planning preferred.

Skills and Competencies

• Exceptional time management, organizational and project management skills, with the ability to manage multiple priorities simultaneously.

• Strong written and verbal communication skills, including the ability to draft professional correspondence and presentations.

• Tech savvy with proficiency in Microsoft Office Suite, Google Workspace, and project management tools.

• Ability to build and maintain positive relationships with internal and external stakeholders.

• Discretion and professionalism in handling sensitive and confidential information.

• Ability to apply critical thinking and problem-solving skills.

• Ability to work in a fast-paced environment.

Personal Attributes

• Commitment to the mission, vision, and values of the organization.

• Self-motivated, proactive, and solutions-oriented mindset.

• Commitment to diversity, equity and inclusion 

Compensation is commensurate with experience.  AMS has a strong benefit package including Medical, Dental, Vision, 403(b) plan, Life Insurance, Long Term Disability and generous Paid Time Off, Sick Days, Holidays and other time off. 

The American Montessori Society is an equal opportunity employer and does not discriminate on the basis of sexual orientation, gender identity or expression, race, color, religion, national origin, sex, age, marital status, disability, veteran status, genetic information, family responsibility, political affiliation or any other status protected by applicable laws.

No calls please.