Executive Assistant to the Director of Engagement

Position Title(s): Executive Assistant to the Director of Engagement

Be Strong Families (BSF) is a national 501 c\-3 organization whose mission is partnering with organizations, government, parents, and youth to reweave the fabric of society, one conversation at time. We do this through the empowered engagement of vulnerable parents, youth, children, and extended family members, and our organization is comprised of a passionate, dedicated, diverse team that works in partnership with systems, service providers, and parents. BSF's primary methods for accomplishing its mission are training and technical assistance related to the Strengthening Families Protective Factors, parent engagement, and innovative conversation technologies called Cafes. BSF teaches groups across the country how to host Parent Cafes, Vitality Cafes, \#WoWTalk Cafes for Youth and Young Adults, and community cafes to advance healing, justice, prosperity, safety, and freedom as well as other variations of World Cafe and supports them through the implementation process to meet their goals. BSF provides more than 500 workshop/service events per year across the country.

The Executive Assistant will provide high\-level administrative support to the Director of Engagement. The role involves assisting with various engagement areas, including the National Parent Café Leadership Team, Local Café Teams, Café Community of Practice Facebook Group, BSF webinars \& Strategic Relationships. The position will also support training\-related activities, Parent Engagement Consulting \& Deck Development. The ideal candidate will have experience in family and community engagement, possess excellent organizational skills, and demonstrate the ability to manage multiple tasks simultaneously. Bilingual candidates are preferred.

Key Responsibilities:

1\. Administrative Support:

• Provide direct support to the Director, including calendar management, meeting coordination, and travel arrangements.
• Draft, edit, and distribute communications such as emails, memos, and reports.
• Assist with document preparation for meetings and presentations.
• Handle correspondence and inquiries related to engagement and program initiatives.
• Manage HubSpot data\-entry \& HubSpot Dashboards

2\. Strategic Time \& Access Management

• Own and protect the Director’s calendar, ensuring time is aligned to the highest\-impact priorities
• Triage all meeting requests, making decisions to schedule, defer, or decline
• Maintain structured calendar systems that maximize focus, efficiency, and strategic execution
• Ensure the Director is prepared for every engagement with clear purpose and materials
• Serve as a gatekeeper and liaison for internal and external communication flow

3\. Event and Program Coordination:

• Coordinate logistics for engagement activities and strategic relationships, including webinars, conference follow up, etc.
• Assist with scheduling and managing virtual meetings, trainings, and community forums.

4\. Engagement Activities:

• Support the Director in managing relationships with engagement areas, including National Parent Café Leadership, community advisory groups, and online communities.
• Monitor and update the Café Community of Practice Facebook Group and Certified Trainers Forum.

5\. Additional Duties:

• Perform other administrative duties as assigned to support the Director and the Engagement
• As negotiated and agreed upon

Qualifications:

• Minimum of 3 years of experience in an administrative or executive assistant role, preferably in family or community engagement.
• Strong organizational and time management skills, with the ability to prioritize tasks.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Zoom, Teams).
• Experience in coordinating events and managing social media groups is highly desirable.
• Proficiency in HubSpot or other CRM software is a plus.
• Bilingual (English/Spanish or another language) is a plus.

Personal Attributes:

• Self\-motivated and proactive.
• Detail\-oriented with a high level of accuracy.
• Ability to work independently and collaboratively as part of a team.
• Strong interpersonal skills and the ability to work with diverse groups.

Work Environment:

This is a remote position.

Status: Full\-time, Exempt

Salary: $50,000

Pay: $50,000\.00 \- $52,000\.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• HubSpot: 2 years (Required)
• Microsoft Office: 2 years (Required)

Ability to Commute:

• Remote (Preferred)

Work Location: Remote