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Water for South Sudan (WFSS)

Water for South Sudan (WFSS) delivers direct, transformative, and sustainable services to the people of South Sudan by providing access to clean, safe water and improving hygiene and sanitation practices in areas of great need. Founded in 2003 by former "Lost Boy" of Sudan Salva Dut, WFSS is a U.S.-based 501(c)(3) nonprofit headquartered in Rochester, NY. 

WFSS is seeking an Executive Assistant (EA) to provide high-level administrative and operational support to the Executive Director (ED) and help maintain the smooth daily operations of the U.S. office. A key thought partner and trusted resource to the ED, the EA anticipates needs, ensures follow-through, and helps streamline workflows. This role requires excellent organizational skills, sound judgment, discretion, and the ability to operate with a high degree of independence.

Key Responsibilities

Executive Support (40%)

• Manage and prioritize the ED’s calendar, scheduling internal and external meetings across multiple time zones.

• Draft, proofread, and prepare correspondence, presentations, and documents on behalf of the ED.

• Track and manage follow-ups on key priorities and deadlines.

• Monitor internal and external requests to the ED and ensure timely responses.

• Coordinate travel arrangements for the ED, Board, and U.S. and South Sudan teams.

• Prepare agendas, take notes, and coordinate materials for leadership and cross-team meetings.

Board Relations & Meeting Support (20%)

• Serve as the administrative liaison to the Board of Directors.

• Schedule and coordinate Board and committee meetings (virtual and in-person).

• Prepare and distribute Board materials, maintain digital records, and archive governance documents.

• Support the Board Secretary in drafting accurate, timely meeting minutes and managing governance records (e.g., bylaws, policies, rosters).

Office & Operations Support (30%)

• Pick up and manage organizational mail and checks from the PO box; oversee outgoing mail.

• Order and maintain office supplies; manage vendor relationships (e.g., IT support, print services).

• Track inventory, coordinate office repairs/maintenance, and support general office organization.

• Maintain digital filing systems and shared drives for easy retrieval of organizational records.

• Serve as the primary point of contact for U.S. office inquiries and general administrative needs.

• Coordinate travel reimbursements and expenses with Finance.

• Assist with event logistics for donor and community events.

Special Projects & Cross-Team Support (10%)

• Support internal communications and coordination across departments.

• Assist with donor mailings and outreach efforts in collaboration with the Development & Communications team.

• Contribute to process documentation and development of Standard Operating Procedures (SOPs).

• Support research, drafting, and tracking for grant proposals, reports, or donor engagement.

• Participate in cross-functional planning and internal initiatives as needed.

Qualifications

• 3–5+ years of experience supporting senior leadership, ideally in a nonprofit or mission-driven organization.

• Demonstrated ability to manage multiple priorities with flexibility and a proactive mindset.

• Outstanding written and verbal communication skills.

• Highly organized, detail-oriented, and reliable with strong follow-through.

• Professionalism and discretion in handling sensitive information.

• Proficient in Microsoft Office Suite, Google Workspace, Zoom, Slack, and basic CRM tools.

• Comfortable with shared drives, virtual meeting platforms, and project management tools (e.g., Asana, Trello).

• Experience supporting geographically distributed teams across time zones preferred.

• Experience with Board support and nonprofit governance is a plus.

Core Competencies

• Mission Alignment: Passionate about WFSS’s mission and committed to ethical, equitable global development.

• Problem Solver: Seeks proactive solutions and navigates complexity with clarity.

• Reliable and Discreet: Trusted with sensitive information and consistently follows through.

Work Environment & Schedule

• Regular presence in-office presence required at the Rochester, NY headquarters, with potential for a hybrid work schedule after onboarding.

• Occasional evening availability required for Board meetings and events.

Compensation

This is a full-time, non-exempt position at $23 - $33 per hour, commensurate with experience. WFSS typically hires in the lower half of the salary range to allow for equity and growth within the organization. Benefits include competitive paid time off, health insurance coverage, a company IRA match after six months, and potential for a hybrid schedule.

To Apply

To apply, please submit a cover letter and resume through Indeed. Applications will be reviewed on a rolling basis. Only candidates selected for interviews will be contacted. WFSS is an equal opportunity employer. We encourage applications from all backgrounds, communities, and identities.