Executive Assistant and Board Liaison (Contractor)

Sepsis Alliance
Location: Remote
Reports To: Chief Executive Officer

About Sepsis Alliance

Sepsis Alliance is a leading patient advocacy organization dedicated to saving lives and reducing suffering by improving sepsis awareness and care. Through Sepsis.org, Sepsis Alliance Institute, Sepsis Alliance Voices, and Sepsis Alliance Connect, the organization provides education, support, and advocacy for healthcare professionals, the public, and those impacted by sepsis. Sepsis Alliance advances systemic change for the 1.7 million people diagnosed with sepsis each year in the United States. Infection prevention is sepsis prevention™.

Engagement Overview

Sepsis Alliance is seeking proposals from experienced Executive Assistants or administrative professionals to provide executive and board support services on a contract basis. This engagement is designed as an exploratory first phase to collaboratively shape the role, confirm scope, and determine the appropriate level of effort and hours required over time.

The contractor will serve as a strategic partner to the CEO, providing high-level administrative and coordination support and acting as the primary liaison for board and governance operations. This role is not a primary scheduling position. Organizational and senior leadership scheduling is managed by a separate contractor; this role will collaborate closely with that function as needed to ensure smooth handoffs and alignment.

The engagement will begin with flexible hours and may scale based on organizational needs and mutual alignment. Billing up to full-time hours may be considered if appropriate.

Availability Expectations

While this engagement offers overall flexibility, the selected contractor must maintain daily availability during a consistent window within standard Eastern Time business hours (9:00 a.m.–5:00 p.m. ET), Monday through Friday. This availability supports timely coordination, responsiveness to executive and board needs, and real-time communication with internal and external stakeholders.

Outside of this core availability window, the contractor may structure their remaining hours flexibly, in alignment with agreed-upon priorities, deliverables, and workload.

Scope of Work

Executive Support

• Serve as the CEO’s right hand for task management, follow-up, and execution support.

• Maintain systems to track action items, deadlines, and commitments stemming from meetings and communications.

• Proactively flag outstanding items and coordinate follow-up with internal and external stakeholders.

• Prepare briefing materials, agendas, presentations, and background documents.

• Support travel coordination and expense documentation as needed.

• Assist with data entry and updates to executive dashboards, trackers, or databases.

• Field and triage inbound requests to the CEO, ensuring clear communication and appropriate follow-through.

Board and Governance Support

• Coordinate all Board of Directors, Advisory Board, and committee operations, including agendas, materials, meeting logistics, and minute-taking.

• Track board terms, roles, contact information, and governance documentation.

• Support onboarding of new board members and ongoing governance compliance.

• Communicate regularly with the Board Chair and committee leadership.

• Maintain organized board files within SharePoint or a designated board portal.

Operations and Special Projects

• Support cross-functional administrative needs tied to CEO-led initiatives and board priorities.

• Track strategic deadlines and upcoming milestones and surface risks or timing concerns.

• Coordinate logistics for executive retreats, off-sites, and leadership meetings.

• Provide ad hoc project support during high-volume or peak planning periods.

Hours and Engagement Structure

• Initial engagement anticipated to range up to approximately 25 hours per week, with flexibility for discussion.

• Hours may increase or decrease as scope and needs are refined.

• Billing up to full-time hours may be considered if the engagement evolves to support broader executive and governance needs.

• The first phase is intentionally exploratory, with the goal of defining a sustainable long-term structure.

Ideal Contractor Profile

Required Experience:

• 3–5 years supporting C-level executives and/or nonprofit boards.

• Strong executive coordination and follow-through skills (distinct from calendar management).

• Excellent written and verbal communication skills.

• Exceptional organizational skills and ability to manage competing priorities remotely.

• High degree of discretion, professionalism, and attention to detail.

• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint) and Zoom.

• Alignment with Sepsis Alliance’s mission and values.

Preferred Experience:

• Experience with nonprofit governance or board operations.

• Familiarity with CRM platforms such as Salesforce.

• Background in healthcare or mission-driven organizations.

Compensation

Contractors should propose an hourly rate. Sepsis Alliance anticipates a range of $20–$30 per hour, commensurate with experience, scope, and level of responsibility.