Application Guide

How to Apply for Executive Assistant, Office of the President

at American Families for Vaccines

🏢 About American Families for Vaccines

American Families for Vaccines (AFV) is a national pro-vaccine grassroots organization with state chapters across the U.S., defending strong vaccine policy and fighting misinformation. Working here means joining a mission-driven team that partners with public health leaders to protect immunization access for all families, making a tangible impact on public health.

About This Role

As the Executive Assistant to the President, you'll be the right hand to the President, managing a complex calendar, travel, meeting preparations, and Board logistics. This role is impactful because you'll ensure the President's time is optimized, directly enabling the organization's advocacy and policy work to run smoothly.

💡 A Day in the Life

A typical day might start by reviewing the President's calendar and preparing for upcoming meetings, sending reminders and ensuring materials are ready. You'll then handle emails, coordinate with internal staff and external partners to schedule meetings, and manage travel arrangements. Throughout the day, you'll proactively address any scheduling conflicts, prepare briefing documents, and ensure the President is fully prepared for all engagements, wrapping up by tracking follow-ups and deadlines.

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🎯 Who American Families for Vaccines Is Looking For

  • Highly organized with 5+ years of executive support experience, ideally in a nonprofit or advocacy setting.
  • Proactive and able to anticipate needs, juggle competing priorities, and maintain attention to detail under pressure.
  • Excellent written and verbal communication skills, with the ability to interact professionally with high-level stakeholders (Board members, policymakers, funders).
  • Tech-savvy and comfortable with remote work tools (e.g., Google Workspace, Zoom, Slack, Asana) and can adapt quickly to new software.
  • Passionate about public health and aligned with AFV's pro-vaccine mission.

📝 Tips for Applying to American Families for Vaccines

1

Tailor your resume to highlight executive support experience, especially calendar management, travel coordination, and Board logistics, using specific metrics (e.g., managed a calendar for a C-level executive with 50+ meetings/week).

2

In your cover letter, explicitly mention your interest in AFV's mission and any experience with public health, advocacy, or nonprofit work.

3

Demonstrate your remote work proficiency by mentioning tools you've used and how you've maintained communication and organization in a virtual environment.

4

Showcase your ability to handle confidential information with discretion, as you'll be dealing with sensitive matters.

5

Before applying, review AFV's website and recent news to understand their current campaigns and state chapters, and reference this in your application to show genuine interest.

✉️ What to Emphasize in Your Cover Letter

["Your passion for public health and alignment with AFV's mission to promote vaccines and combat misinformation.", "Specific examples of how you've supported a senior executive, including managing complex schedules and preparing briefing materials.", 'Your ability to work independently and thrive in a remote environment, with examples of your organizational systems.', 'Your experience with Board coordination or working with high-level stakeholders, if applicable.']

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🔍 Research Before Applying

To stand out, make sure you've researched:

  • → Familiarize yourself with AFV's website, including their state chapters, current campaigns, and recent press releases.
  • → Read up on the pro-vaccine movement and the key issues AFV addresses, such as vaccine mandates, misinformation, and public health policy.
  • → Learn about the President of AFV (if known) and any recent speeches or articles they've published.
  • → Understand the organization's funding sources and major partners (e.g., public health organizations, policymakers) to better grasp the stakeholder landscape.
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💬 Prepare for These Interview Topics

Based on this role, you may be asked about:

1 How do you prioritize competing demands when managing an executive's calendar? Give an example.
2 Describe a time you had to handle a confidential or sensitive matter with discretion.
3 How do you ensure effective communication and follow-through in a remote work setting?
4 What interests you about AFV's mission, and how do you see this role contributing to it?
5 How would you handle a situation where the President's schedule changes at the last minute, and multiple stakeholders are affected?
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⚠️ Common Mistakes to Avoid

  • Being too generic in your application—failing to mention why you're interested in AFV specifically or the pro-vaccine cause.
  • Overlooking the remote aspect—emphasize your experience and strategies for remote work, as it's a key requirement.
  • Not proofreading your resume or cover letter, as attention to detail is critical for an executive assistant role.

📅 Application Timeline

This position is open until filled. However, we recommend applying as soon as possible as roles at mission-driven organizations tend to fill quickly.

Typical hiring timeline:

1

Application Review

1-2 weeks

2

Initial Screening

Phone call or written assessment

3

Interviews

1-2 rounds, usually virtual

✓

Offer

Congratulations!

Ready to Apply?

Good luck with your application to American Families for Vaccines!

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