Executive Assistant & Events Coordinator

Event & Program Support

• Assist with coordinating and executing YBLA women’s events, programs, and gatherings.
• Assist with planning and developing the women’s network by managing emails, invitations, reminders, and other digital correspondence.
• Coordinate planning meetings with the event team and ensure meeting details, agendas, and follow-up items are organized.
• Support event planning and execution, including venue setup, vendors, caterers, deliveries, registration, and event materials.
• Assist with sorting, organizing, and preparing SWAG bags and other materials for programs and events.
• Help develop and maintain a calendar of women’s network events, activities, and engagement opportunities.
• Assist with coordinating the annual schedule of events for the women’s network/TLC.
• Attend planning meetings and women’s events as needed to provide on-site support.
• Assist with YBLA’s women’s Belize trip, including planning, communication, and administrative support as needed.
• Help ensure events are executed smoothly and that all details are handled before, during, and after each event.
• Track opportunities for improvement and assist with leading a debrief after each event with the planning team.

Executive Support

• Coordinate meetings and ensure the executive has the necessary information, materials, and reminders in advance.
• Anticipate the executive’s needs and proactively identify solutions before issues arise.
• Prepare meeting materials, presentations, agendas, and other documents as needed.
• Assist with creating PowerPoint presentations, reports, spreadsheets, and other professional materials.
• Take meeting notes and track action items and follow-up responsibilities.
• Serve as a reliable point of contact and help ensure communication and follow-up are handled in a timely manner.

Women’s Network Development & Engagement

• Assist with growing and strengthening the YBLA women’s network/TLC
• Help identify and invite women who are a strong fit for TLC and align with its mission and values.
• Maintain an organized database/contact list of women in the network and keep contact information current.
• Assist with outreach to prospective and current members through email, phone calls, invitations, and other communication.
• Help develop strategies and ideas to increase participation and engagement within the women’s network.
• Track RSVPs, participation, engagement, and follow-up with women after events.
• Assist with creating a welcoming and engaging experience for women participating in TLC.
  

Administrative & Organizational Support

• Maintain organized digital files, documents, contact lists, calendars, and event records.
• Track deadlines, follow-up items, registrations, payments, and other administrative details.
• Assist with ordering supplies, event materials, SWAG, and other program needs.
• Communicate with vendors, venues, caterers, and community partners as needed.
• Identify potential issues early and communicate them to the executive with recommended solutions.
• Perform other administrative and organizational duties as needed to support the executive, YBLA, and the growth of the women’s network.

Requirements & Qualifications

• Proven experience as an Executive Assistant, Administrative Assistant, Event Coordinator, or similar role.
• Strong event planning and event execution skills.
• Excellent organizational skills and exceptional attention to detail.
• Excellent time management skills and ability to prioritize effectively.
• Strong written and verbal communication skills.
• Professional, warm, and personable communication style.
• Ability to build strong relationships and interact comfortably with a diverse group of women, community leaders, partners, and stakeholders.
• Strong follow-through and ability to take ownership of responsibilities.
• Ability to anticipate needs, think ahead, and proactively solve problems.
• Ability to create polished PowerPoint presentations and professional documents.
• Experience with social media platforms and digital communication tools.
• Strong belief in and commitment to the mission and values of YBLA.
• Ability to travel abroad- have a passport