About ChoZen Center for Regenerative LivingChoZen Center for Regenerative Living (CCRL) is a nonprofit regenerative living center and bioregional hub located on 40 acres along Florida’s St. Sebastian River Preserve - one of the most biodiverse lagoon systems in North America.We bring together changemakers, educators, artists, wellness practitioners, environmental leaders, and community builders to support ecological regeneration, biodiversity restoration, wellness, education, and resilient local economies.What began as a sanctuary for healing and transformation has evolved into a growing movement centered around regeneration, hospitality, community, and conscious living.About the RoleWe are seeking an exceptional Executive Assistant to serve as the strategic right hand to the Executive Director in a fast-moving, multifaceted, mission-driven environment.This is not a traditional administrative role. The ideal candidate is highly intelligent, proactive, emotionally intelligent, resourceful, and capable of operating with discretion, adaptability, and sound judgment across a wide range of responsibilities.You will help manage the flow of the Executive Director’s day-to-day operations, communications, priorities, projects, and relationships while creating structure, clarity, and operational efficiency behind the scenes.The environment is dynamic and constantly evolving. One hour may involve coordinating a board meeting or donor communication, while the next may involve refining operational systems, supporting retreat logistics, preparing executive briefings, managing high-level correspondence, solving operational issues in real time, or helping organize multiple moving parts across the organization.The right candidate thrives in ambiguity, anticipates needs before they arise, communicates exceptionally well, and knows how to bring calm and order to complex environmentsKey ResponsibilitiesExecutive Operations & Calendar ManagementManage the Executive Director’s calendar, scheduling, priorities, travel, and daily flowProtect focus time while balancing urgent operational demandsCoordinate meetings across multiple stakeholders and time zonesPrepare daily and weekly executive briefings, agendas, reminders, and follow-up action itemsAnticipate scheduling conflicts and proactively resolve issues before they escalateCommunications & Inbox ManagementManage and triage high-volume email communicationsDraft, edit, and respond to correspondence on behalf of the Executive Director in her voice and toneEnsure timely follow-up with partners, donors, vendors, board members, and team membersPrepare polished written materials including memos, reports, meeting summaries, presentations, and stakeholder communicationsTranslate or assist with bilingual communications when neededBoard, Donor & Stakeholder CoordinationSupport board operations including agendas, scheduling, meeting preparation, minutes, and follow-throughMaintain organization of donor and stakeholder communications and recordsCoordinate outreach, relationship management, and executive-level follow-upHelp ensure professionalism, consistency, and strong communication across all external relationshipsProject & Event CoordinationAssist in coordinating retreats, fundraising events, workshops, executive meetings, and special initiativesBuild and maintain trackers, project timelines, workflows, and operational systemsCoordinate with internal teams, contractors, vendors, and partners to ensure smooth executionSupport cross-functional projects and operational problem-solving as neededAI-Enabled Productivity & Systems SupportUtilize modern AI tools (ChatGPT, Claude, Notion AI, transcription tools, etc.) to increase efficiency and productivityCreate systems, templates, workflows, and organizational structures that streamline operationsConduct research, summarize information, draft materials, and organize data using AI-assisted workflowsApply strong judgment regarding quality control, editing, and final deliverablesIdeal Candidate ProfileFully fluent in both English and SpanishExceptionally organized, detail-oriented, and highly proactiveCalm under pressure and capable of handling competing prioritiesAn excellent written and verbal communicatorEmotionally intelligent with strong interpersonal awarenessResourceful, solutions-oriented, and capable of independent thinkingComfortable operating in fast-paced and evolving environmentsHighly discreet with sensitive operational, financial, and personal informationTech-savvy and confident with modern productivity tools and AI platformsPassionate about wellness, regeneration, sustainability, hospitality, community, or mission-driven workRequirementsPreferred QualificationsPrior experience supporting a founder, Executive Director, entrepreneur, or C-suite executiveExperience within nonprofit, hospitality, wellness, events, or mission-driven organizationsStrong project coordination or operations backgroundFamiliarity with tools such as Google Workspace, Notion, HubSpot, and AI platformsEvent, retreat, or high-touch hospitality coordination experience is a strong plusExperience working remotely with U.S.-based organizations or executives preferredSuccess in This Role Looks LikeThe Executive Director is able to operate with greater focus, clarity, and effectivenessCommunication, scheduling, and follow-up are seamless and proactiveProjects move forward without constant oversight or remindersMeetings are organized, prepared, and action-orientedStakeholders feel supported, informed, and professionally cared forOperational systems become increasingly streamlined and efficientThe Executive Assistant becomes a trusted extension of leadershipBenefitsCompetitive compensation commensurate with experience. Additional details will be discussed during the interview process.
