Careers @ Baitulmaal

Job Opening: Executive Assistant to COO (Chief Operating Officer)

Location: Remote

Employment Type: Full-time

Reports to: Chief Operating Officer (COO)

About Us

Baitulmaal is a U.S.-based nonprofit dedicated to providing humanitarian relief and sustainable
solutions to communities affected by crises, poverty, and natural disasters. Baitulmaal’s mission
is to provide life-saving, life-sustaining, and life-enriching humanitarian aid to under-served
populations around the world regardless of faith or nationality.

Position Summary

The Executive Assistant (EA) to the Chief Operating Officer (COO) plays a critical role in
ensuring the smooth operation of the organization’s leadership team. The EA provides high-level
administrative, logistical, and strategic support to the COO while managing key projects, liaising
with stakeholders, and ensuring efficient internal communications. This position requires a
proactive, highly organized, and detail-oriented individual who can work in a fast-paced,
mission-driven environment.

Key Responsibilities

Executive Support
● Manage the COO’s calendar, appointments, and travel arrangements.
● Coordinate and prepare materials for executive meetings, board meetings, and
leadership briefings.
● Draft, review, and edit correspondence, reports, presentations, and other documents on
behalf of the COO.
● Serve as the primary point of contact between the COO and internal/external
stakeholders.
● Handle confidential and sensitive information with the utmost discretion.

Operations & Project Management
● Track and follow up on key projects, ensuring deadlines and deliverables are met.
● Assist in preparing strategic reports and impact assessments for the COO.
● Collaborate with program managers and department heads to align operational
priorities.
● Conduct research and data analysis to support decision-making.
● Coordinate Gift-in-kind projects and related supply chain processes.

Event Planning / Logistics & Stakeholder Relations
● Arrange logistics for site visits, humanitarian missions, and field assessments.
● Support internal team-building initiatives and leadership workshops.
● Liaise with internal team members and nonprofit partners on behalf of the COO.
● Assist in preparing partnership agreements.

Administrative & Office Management
● Maintain accurate records, files, and documentation.
● Process invoices, reimbursements, and expense reports related to the COO’s activities.
● Coordinate with administrative staff or interns as required.
● Support HR functions such as onboarding and internal communications as needed.

Qualifications & Experience

● 5+ years of experience in executive support, preferably in a nonprofit or humanitarian
organization.
● Bachelor’s degree or higher is a plus.
● Strong organizational and project management skills with a keen eye for detail.
● Exceptional communication skills, both written and verbal.
● High level of discretion, professionalism, and ability to handle sensitive information.
● Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and
project management tools.
● Experience working with international teams and cross-cultural environments is a plus.

Preferred Skills & Competencies

● Passion for humanitarian and nonprofit work.
● Strong problem-solving abilities and proactive decision-making.
● Ability to multitask and prioritize effectively in a high-pressure environment.
● Familiarity with grant writing, donor relations, and nonprofit compliance.
● Knowledge of CRM and nonprofit management software (e.g., Salesforce, NetSuite,
Asana).

Why Join Us?

● Opportunity to work with a mission-driven organization making a real impact.
● Collaborative, dynamic, and inclusive work environment.
● Professional growth and development opportunities.
● Competitive salary and benefits package.

How to Apply

Interested candidates should submit a resume and cover letter to hr@baitulmaal.org

We are an equal-opportunity employer and strongly encourage candidates from diverse backgrounds to apply.