Executive Assistant

ChoZen Center for Regenerative Living (CCRL)

Reports to: Executive Director

Location: Fully Remote - Colombia or Latin America preferred; must overlap significantly with U.S. Eastern Time

Employment Type: Full-Time

Language Requirement: Fully fluent in English and Spanish (written and verbal)

Travel: Occasional travel required for retreats, events, and leadership gatherings in Florida

About ChoZen Center for Regenerative Living

ChoZen 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 Role

We 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 environments

Key Responsibilities

Executive Operations & Calendar Management

Manage the Executive Director’s calendar, scheduling, priorities, travel, and daily flow

Protect focus time while balancing urgent operational demands

Coordinate meetings across multiple stakeholders and time zones

Prepare daily and weekly executive briefings, agendas, reminders, and follow-up action items

Anticipate scheduling conflicts and proactively resolve issues before they escalate

Communications & Inbox Management

Manage and triage high-volume email communications

Draft, edit, and respond to correspondence on behalf of the Executive Director in her voice and tone

Ensure timely follow-up with partners, donors, vendors, board members, and team members

Prepare polished written materials including memos, reports, meeting summaries, presentations, and stakeholder communications

Translate or assist with bilingual communications when needed

Board, Donor & Stakeholder Coordination

Support board operations including agendas, scheduling, meeting preparation, minutes, and follow-through

Maintain organization of donor and stakeholder communications and records

Coordinate outreach, relationship management, and executive-level follow-up

Help ensure professionalism, consistency, and strong communication across all external relationships

Project & Event Coordination

Assist in coordinating retreats, fundraising events, workshops, executive meetings, and special initiatives

Build and maintain trackers, project timelines, workflows, and operational systems

Coordinate with internal teams, contractors, vendors, and partners to ensure smooth execution

Support cross-functional projects and operational problem-solving as needed

AI-Enabled Productivity & Systems Support

Utilize modern AI tools (ChatGPT, Claude, Notion AI, transcription tools, etc.) to increase efficiency and productivity

Create systems, templates, workflows, and organizational structures that streamline operations

Conduct research, summarize information, draft materials, and organize data using AI-assisted workflows

Apply strong judgment regarding quality control, editing, and final deliverables

Ideal Candidate Profile

The ideal candidate is:

• Fully fluent in both English and Spanish

• Exceptionally organized, detail-oriented, and highly proactive

• Calm under pressure and capable of handling competing priorities

• An excellent written and verbal communicator

• Emotionally intelligent with strong interpersonal awareness

• Resourceful, solutions-oriented, and capable of independent thinking

• Comfortable operating in fast-paced and evolving environments

• Highly discreet with sensitive operational, financial, and personal information

• Tech-savvy and confident with modern productivity tools and AI platforms

• Passionate about wellness, regeneration, sustainability, hospitality, community, or mission-driven work

Requirements

Preferred Qualifications

• Prior experience supporting a founder, Executive Director, entrepreneur, or C-suite executive

• Experience within nonprofit, hospitality, wellness, events, or mission-driven organizations

• Strong project coordination or operations background

• Familiarity with tools such as Google Workspace, Notion, HubSpot, and AI platforms

• Event, retreat, or high-touch hospitality coordination experience is a strong plus

• Experience working remotely with U.S.-based organizations or executives preferred

Success in This Role Looks Like

• The Executive Director is able to operate with greater focus, clarity, and effectiveness

• Communication, scheduling, and follow-up are seamless and proactive

• Projects move forward without constant oversight or reminders

• Meetings are organized, prepared, and action-oriented

• Stakeholders feel supported, informed, and professionally cared for

• Operational systems become increasingly streamlined and efficient

• The Executive Assistant becomes a trusted extension of leadership

Benefits

Competitive compensation commensurate with experience. Additional details will be discussed during the interview process.