Executive Assistant

POSITION SUMMARY

The Executive Assistant serves as the operational right hand to Melanin Valley executive leadership, helping convert meetings, conversations, partnerships, opportunities, and executive decisions into organized action.

This position is responsible for executive scheduling, communications, meeting preparation, documentation, follow-up, relationship coordination, digital organization, project tracking, and administrative execution across Melanin Valley’s business, education, community, and international initiatives.

The Executive Assistant’s primary objective is simple:

Keep leadership organized, prepared, responsive, and focused on the highest-value priorities while ensuring important commitments move from conversation to completion.

CORE RESPONSIBILITIES

Executive Administration

• Manage executive calendars, meetings, appointments, reminders, and deadlines.
• Prepare daily and weekly executive priority lists.
• Coordinate virtual and in-person meetings.
• Prepare agendas, meeting materials, presentations, and supporting documents.
• Record meeting notes, decisions, assignments, deadlines, and follow-ups.
• Protect executive time by prioritizing requests based on urgency, importance, revenue potential, and organizational impact.

Communication & Follow-Up

• Draft professional emails, letters, proposals, invitations, and follow-up communications.
• Maintain organized communication with members, partners, universities, businesses, investors, vendors, interns, and community organizations.
• Track unanswered communications and outstanding commitments.
• Route requests to the appropriate Melanin Valley team member.
• Ensure executive decisions are communicated clearly to responsible parties.

Operations & Project Management

• Maintain Melanin Valley’s master task and project tracker.
• Convert meetings into clearly assigned action items.
• Track owners, deadlines, status, deliverables, and next steps.
• Follow up with team members until assignments are completed or escalated.
• Organize projects according to priority, including immediate revenue opportunities, member needs, partnerships, events, education programs, funding, and long-term initiatives.

Member & Partner Coordination

• Assist with onboarding new Melanin Valley members, adjuncts, interns, vendors, and partners.
• Ensure profiles, agreements, documents, and required information are completed.
• Coordinate introductions between members and appropriate service providers.
• Schedule consultations and follow-up meetings.
• Maintain current partner and contact directories.

Central International College Support

• Coordinate administrative activities involving Melanin Valley’s work with Central International College.
• Support elective programming, adjunct coordination, international partnerships, meetings, and special initiatives.
• Maintain academic partnership documentation and deadlines.
• Coordinate with the Electives Director, Mental Health Director, adjuncts, institutional representatives, and executive leadership as assigned.

Digital & Document Management

• Maintain organized digital folders for:

Personnel | Members | Interns | Partners | Contracts | CIC | Electives | Events | Funding | Real Estate | Marketing | International Projects

• Maintain current versions of agreements, presentations, proposals, SOPs, contact databases, and reports.
• Help organize executive email, calendar, cloud storage, CRM, website submissions, and internal systems.
• Protect confidential business, student, personnel, financial, and partner information.

Meetings & Events

• Coordinate meeting logistics, registrations, guest lists, agendas, travel, and follow-up.
• Prepare executive briefing materials before major meetings.
• Confirm speakers, partners, vendors, and participants.
• Maintain event timelines and responsibility trackers.
• Prepare post-event follow-up communications and action items.

DAILY STANDARD OPERATING PROCEDURE

1. START OF DAY — EXECUTIVE BRIEF

Review:

• Calendar
• Email and messages
• Deadlines
• Outstanding assignments
• New opportunities
• Meetings
• Member/partner needs
• Revenue-producing opportunities

Provide leadership with a concise Daily Executive Brief identifying:

Today → Urgent → Revenue → Meetings → Decisions Needed → Follow-Ups

2. PRIORITIZE

Organize work in the following order:

1. Emergency / Time Sensitive
2. Revenue & Funding Opportunities
3. Scheduled Meetings & Deliverables
4. Members & Clients
5. Institutional & Strategic Partnerships
6. Internal Operations
7. Long-Term Projects

Do not allow low-priority administrative tasks to interfere with time-sensitive or high-value opportunities.

3. PREPARE EXECUTIVE

Before each important meeting:

• Confirm meeting.
• Verify attendees.
• Provide meeting link/location.
• Review previous communications.
• Identify purpose.
• Identify desired outcome.
• Prepare relevant documents.
• List outstanding decisions.
• Prepare next-step recommendations or questions.

4. DOCUMENT

During or immediately following meetings, document:

Who | What | Decision | Responsible Person | Deadline | Next Meeting

Every actionable conversation should produce a documented next step.

5. DELEGATE & TRACK

Place assignments into the master tracker.

Each assignment must contain:

Task + Owner + Deadline + Status + Next Action

Follow up with responsible parties rather than waiting for leadership to ask for updates.

6. FOLLOW UP

Send meeting follow-ups and requested materials preferably within 24 hours.

Escalate:

• Missed deadlines
• Unanswered high-priority communications
• Financial issues
• Partner concerns
• Compliance issues
• Reputation risks
• Opportunities requiring executive approval

7. END OF DAY

Update the master tracker and provide a short executive recap:

Completed | Pending | Waiting On | Tomorrow | Decisions Needed

WEEKLY SOP

At the beginning of each week:

• Review executive calendar.
• Confirm major meetings.
• Identify top priorities.
• Review outstanding deals and partnerships.
• Review member/client follow-ups.
• Review upcoming events and deadlines.

At the end of each week:

• Close completed tasks.
• Reschedule incomplete tasks.
• Identify overdue assignments.
• Update project dashboards.
• Prepare the following week’s priority list.

PERFORMANCE EXPECTATIONS

Success will be measured by:

• Executive calendar accuracy
• Meeting preparedness
• Response and follow-up speed
• Percentage of action items completed on time
• Reduction of overdue tasks
• Accuracy of records and documents
• Member and partner responsiveness
• Successful coordination of meetings and events
• Organization of Melanin Valley’s digital systems
• Ability to prevent important opportunities from being lost through lack of follow-up

QUALIFICATIONS

Preferred:

• Associate’s or Bachelor’s degree or equivalent professional experience
• 2+ years of executive assistance, administration, operations, project management, customer service, or business support experience
• Excellent written and verbal communication
• Strong organizational and time-management ability
• Comfortable communicating with executives, educators, entrepreneurs, investors, community partners, and international stakeholders
• Experience with Google Workspace, Microsoft Office, Zoom, CRM/project-management platforms, AI tools, and digital collaboration systems
• Ability to manage multiple priorities with limited supervision
• Strong discretion when handling confidential information

IDEAL CANDIDATE

The ideal Executive Assistant is highly organized, proactive, resourceful, technology-forward, professional, and comfortable operating in a fast-moving entrepreneurial environment.

The individual should not simply wait for assignments. They should be able to recognize unfinished work, identify the appropriate next step, organize the information, and move the process forward while knowing when executive approval is required.

BENEFITS PACKAGE

Eligible benefits may include:

• Free Melanin Valley Membership
• Life Insurance
• Health Insurance
• Retirement Plan Access
• Paid Travel for Program Oversight
• Training & Leadership Development Opportunities
• Access to Melanin Valley’s entrepreneurial, educational, professional, and global partner ecosystem
• Opportunities for advancement into operations and executive leadership

GROWTH PATH

Executive Assistant → Senior Executive Assistant → Executive Operations Manager → Chief of Staff / Executive Leadership

The position is designed to develop an individual who can increasingly assume responsibility for coordinating people, priorities, systems, partnerships, and executive operations as Melanin Valley grows.

OPERATING PRINCIPLE

Organize the vision. Protect executive time. Document every commitment. Follow up relentlessly. Move opportunities to completion.

Pay = 10% of all profits.