Executive Administrative Assistant (Volunteer)

Blind Professionals Network (BPN) is a 501(c)(3) non-profit organization dedicated to empowering blind and visually impaired (BVI) individuals to achieve professional success. We provide free career development, specialized training, entrepreneur support, and a vital peer network to break down employment barriers.

Position Summary

The BPN Executive Administrative Assistant is a critical volunteer role designed to provide high-level, confidential support exclusively to the Executive Leadership Team. This role serves as the primary administrative engine for BPN’s leadership, ensuring that the organization’s strategic goals are met through meticulous calendar management, streamlined communication, and efficient executive operations.

Key Responsibilities

Executive Support & Coordination:

Calendar Management: Maintain the Executive Director’s complex calendars, scheduling high-priority meetings with donors, partners, and the Board of Directors while protecting leadership’s time for strategic work.
Gatekeeping & Communication: Act as the primary point of contact for the Executive Leadership Team. Filter and prioritize incoming emails, draft professional correspondence on behalf of leadership, and ensure timely responses to urgent inquiries.
Meeting Facilitation: Coordinate Executive Leadership and Board meetings. This includes preparing comprehensive briefing materials, drafting agendas, and recording official meeting minutes to track action items and executive decisions.

Strategic Operations:

Confidential Document Management: Manage and organize sensitive organizational records, including legal documents, strategic plans, and donor information, maintaining the highest levels of confidentiality.
Report Preparation: Compile data and draft high-level reports, slide decks, and executive summaries for Board presentations or external partnership proposals.
Policy Maintenance: Assist leadership in the review and formatting of organizational policies, internal guides, and official handbooks to ensure they meet branding and accessibility standards.

Liaison & Project Support:

Board Liaison: Facilitate communication between the Executive Leadership and the Board of Directors, ensuring Board members have all necessary documents ahead of quarterly reviews.
Special Projects: Manage special administrative projects initiated by the Executive Director, such as research for new program initiatives or organizing executive-level retreats.
Task Tracking: Monitor and follow up on outstanding tasks assigned by the Executive Director to other department heads, ensuring organizational deadlines are met.

Qualifications

Executive Support Experience: Proven experience in a senior administrative or executive assistant role, ideally supporting C-suite leadership or non-profit directors.
Advanced Organization: Exceptional ability to prioritize a heavy workload and remain poised under the pressure of tight deadlines.
Communication Mastery: Superior professional writing and verbal communication skills, with the ability to mirror the "voice" of the Executive Director in correspondence.
Discretion & Ethics: Demonstrated ability to handle highly sensitive and confidential information with absolute integrity.
Technical Proficiency: Expert-level skills in Google Workspace (Docs, Sheets, Calendar) and Microsoft Office. Proficiency in using assistive technology (AT) is highly desirable for this remote role.
Mission Commitment: Deep alignment with BPN’s mission and sensitivity to the needs and professional barriers faced by the BVI community.

Reporting Structure

This position reports directly to the Executive Director.

Time Commitment

This is a volunteer position requiring approximately 5–8 hours per week. Consistency and reliability during standard business hours for communication are preferred.

Application

If you believe this position aligns with your skills, experience and career goals, please follow these steps to begin the application process:

Submit Your Credentials: Send your resume and a letter of interest to Training@BlindProNet.org. In your letter, please detail your relevant professional experience and your specific motivation for joining the Blind Professionals Network Team.
Complete the Interest Form: After submitting application, finalize your application by completing the BPN Volunteer application.

Important Note: Completing both of these steps is essential to initiate our onboarding process and helps us ensure a mutually beneficial placement within the organization.