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Executive Assistant to the VP of Finance&Philanthropy and the Executive Director

MAPS Public Benefit Corporation

MAPS Public Benefit Corporation

Administration, Accounting & Finance
Posted on Friday, January 12, 2024
For full consideration, please submit your application by midnight on January 25, 2024.
Only applicants that live in the Eastern time zone will be considered.
Join our mission to deliver global healing:
The Multidisciplinary Association for Psychedelic Studies (MAPS) is a 501(c)(3) non-profit research and educational organization that develops medical, legal, and cultural contexts for people to benefit from the careful uses of psychedelics and marijuana. Research indicates that psychedelics have the potential to be a breakthrough in treating PTSD, depression, addiction, and other conditions.
MAPS has worked for over 37 years toward paving the way for the education and legalization of such breakthrough medicines. MAPS is committed to bringing these healing modalities to the world and providing them in such a way that communities that most need mental health resources have access to them. This shift has the potential to unlock previously unavailable resources for the investigation of psychedelic-assisted treatments applied to our most critical mental health challenges. The Executive Assistant will be an instrumental player in advancing MAPS' mission by supporting the executives primarily focused on the finance, fundraising and philanthropic efforts of the organization, the VP of Finance & Philanthropy and the Executive Director.
How you can help deliver global healing:
MAPS is seeking an Executive Assistant (EA to VPFP & ED) to join the MAPS team. We are a dispersed workforce of full-time employees in a remote work environment.
The EA will report to the VP, Finance and Philanthropy (VPFP) (75%) and work with the Executive Director (ED) (25%), supporting the finance, development, grantmaking departments with executive administration and project management and execution. The right candidate will keenly understand the role that research, public education and policy and advocacy play in fulfilling MAPS’ goal to responsibly “mainstream” psychedelics and “set the setting” for an ethical, safe, and robust global psychedelic movement. The EA will be a thought partner and team player in helping the organization to run smoothly and with clear communication.
This work requires someone who shares MAPS’ vision and embraces our mission to develop medical, legal, and cultural contexts for people to benefit from the careful uses of psychedelics and marijuana. The EA will strategize, develop, manage and execute workflows to support the finance, development, and grantmaking teams, including Salesforce CRM coordination, calendar optimization, donor event support, ASANA task management, project management, and small project development for the VPFP and ED.
The role is multi-faceted and dynamic, requiring a diversified skill set, including the ability to effectively strategize, collaborate, manage timelines, communicate, and manage multiple deliverables at once.
More about you:
You feel in the depth of your being that your professional and personal paths have all led to MAPS. In other words, MAPS is one of your dream causes. What is MAPS’ cause? It is rooted in real healing for all despite access to resources. You are committed to social justice causes like, racial equality, health equity, and of course…drug policy reform. You are fascinated by storytelling and the human experience. You deeply value creative space. It would be one of your life’s most profound privileges to help shape the story of MAPS as it approaches a milestone with a magnitude that has the potential to forever change the way people heal.
Primary Roles and Responsibilities:
We are sharing a full list of strategic responsibilities because we aim to give a full picture and scope, not because we expect you to have previous experience in each area. In fact, research shows that men apply for a job or promotion when they meet 60% of the qualifications; whereas women and some marginalized identities only apply if they meet every requirement. We encourage you to apply if you feel you have the personal and professional experience to lead a team to success in these areas. We want to hear from you, and therefore implore you to apply even if you don’t check every box:

Provide comprehensive executive support to the VPFP & ED:

  • Devise, consider, compare, evaluate and implement policies, procedures, and strategies to ensure responsibilities of the VPFP and ED are met
  • Actively and consciously manage and optimize the VPFP & ED calendars. This includes coordination and scheduling of meetings, but also ensuring the VPFP’s & ED’s time and energy are in alignment with personal and business priorities
  • Diplomatically handle sensitive and confidential matters Ensure the VPFP and ED are prepared for all internal and external meetings and activities
  • Support the VPFP and ED in managing their workflows, tasks, and priorities
  • Support the VPFP and ED with other administrative tasks, including expense reporting, coordinating information flow, and document and presentation formatting
  • Coordinate/Represent/Join the VPFP & ED at internal and Philanthropy Advisory Committee (PAC), Scientific Advisory Committee and Fiscal Sponsorship Committee meetings and serve as a liaison between teams, creating agendas, taking notes/minutes, summarizing follow ups and action items, coordinating execution by necessary parties
  • Execute Salesforce CRM data entry for donor stewardship and interactions, report creation, and lead pipeline and donor journey management for PAC members, VPFP & ED
  • Support VPFP by prioritizing and project managing all relevant grantmaking activities that require VPFP review and involvement
  • Support grantmaking activities such as research, administration, and with miscellaneous projects as needed
  • Support onboarding logistics, training, and integration for Finance, Development and Grantmaking employees

Provide comprehensive project management support to the VPFP & ED:

  • Identify and schedule project deliverables, milestones and required activities for key projects and deliverables for the VPFP & ED. Examples below:
  • Improvements in cross-functional processes and ways of working
  • Event support at in person meetings/donor salons
  • Managing Asana tasks and communications
  • Managing Notion, Google docs
  • Creating presentations or editing presentations

Our ideal candidate for this role is someone who encompasses the following experience and skillset:

  • 3+ years of executive administration experience within a non-profit organization - project management experience a plus
  • Experience with Salesforce CRM, specifically in data entry, report creation, and donor and lead pipeline management
  • Successful experience in donor relations and stewardship via support function of non-profit executive
  • Excellent interpersonal, written, and verbal communication skills
  • Analytical thinking and complex problem-solving driven by curiosity
  • Ability to organize, prioritize and complete multiple projects simultaneously with close attention to detail and deadlines
  • Highly skilled in technology, including Microsoft Office 365, google suite, document storage drives, and Asana or similar project management software (Excel/Google Sheets & PowerPoint/Google slides)
  • Comfortable with working remotely and business-related travel for meetings
  • Committed to the mission of healing for all and ending the War on Drugs
  • Leadership and teamwork skills that inspire collaboration and results
  • Ability to exercise good judgment, discretion and confidentiality in a variety of situations
  • Successful experience making decisions, setting priorities, and interpreting policies and procedures, working independently and communicating effectively
  • Experience in working efficiently in a fast-paced dynamic environment subject to quickly changing priorities and potentially conflicting deadlines

Compensation, FLSA Status, Location, and Hours:

  • Full-time, salaried, exempt
  • Starting Salary Range: $80,000 - $85,000
  • Location: This is a remote position for applicants in the Eastern time zone only (Georgia & New York strongly preferred) that will require you to have a suitable workspace with secure internet and reliable phone reception. Only applicants that live in the Eastern time zone will be considered
  • This position requires frequent phone and internet meetings. Certain home office expenses may be covered. A work computer will be provided
  • Applicants will need to be available during modified business hours (8:00 AM - 5:00 PM ET, Monday through Friday). Occasional weekend hours may be required with advance arrangement and travel a few times a year may be required
  • Some travel may be required (with COVID-19 precautions)
  • Health insurance/FSA/HRA/Vision/Dental/Life/AD&D for employees/dependents.
  • Flexible Time Off/16 Paid Holidays
  • Dedication to creating a culture with work-life integration
How MAPS values diversity in our recruiting process:
As an organization, we celebrate people of all identities: all genders, races, ethnicities, sexual orientations, educational backgrounds, military and veteran status, religions, abilities, family relationship structures, and perspectives. We continuously strive to build a supportive, equitable and accessible environment and culture. We hope you feel welcome to bring your full self and all of your identities with you in our application process. MAPS is also a supporter of second chance hiring. If you have feedback for us, we would love to hear from you.
Why Work For MAPS?
At MAPS, we value transparency, autonomy, experimentation, and kind, direct feedback. We welcome applicants who thrive in a growing organization that values science and healing.
MAPS is a dispersed workforce that offers full-time employment in a remote work environment. We are committed to conscious leadership and an inclusive team dynamic. Our culture is one of mutual respect, responsibility, and trust. Our employees’ health and happiness are priorities, and we treat our staff like people, not numbers on a spreadsheet.
MAPS is at the forefront of changing the way mental health issues are treated and is committed to bringing dignity and access to overcoming mental health challenges through the conscious use of psychedelics. We believe we are changing the world, and we want you to be a part of it.
Learn more about MAPS: