Application Guide

How to Apply for Executive & Operations Assistant

at Rethink Wellbeing

🏢 About Rethink Wellbeing

Rethink Wellbeing is unique because it focuses specifically on improving mental resilience and productivity within the effective altruism community, applying evidence-based approaches at scale. Working here means contributing to meaningful impact in a community dedicated to doing good effectively, with a mission-driven culture that values both wellbeing and productivity.

About This Role

This Executive & Operations Assistant role serves as the operational backbone for Rethink Wellbeing, managing stakeholder communications, coordinating cross-functional projects, and handling sensitive administrative tasks to support the CEO and organization. It's impactful because you'll directly enable the organization to scale its mental resilience programs efficiently while ensuring smooth operations across all functions.

💡 A Day in the Life

A typical day might start with reviewing and prioritizing communications from various stakeholders (partners, participants, funders), followed by coordinating progress on cross-functional projects and preparing materials for the CEO. You'd likely spend time optimizing processes using automation tools, handling sensitive administrative tasks like contracts or invoices, and proactively identifying ways to streamline the CEO's workflow throughout the day.

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Interview Prep

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🎯 Who Rethink Wellbeing Is Looking For

  • Has 2+ years as an Executive Assistant or Operations Coordinator in a startup/fast-growth environment, with specific experience using automation tools (like Zapier or Airtable) and generative AI for workflow optimization
  • Demonstrates exceptional organizational skills through examples of managing multiple stakeholders (partners, facilitators, participants, funders) while maintaining attention to detail in administrative tasks like contracts and invoices
  • Possesses high emotional intelligence with proven ability to anticipate needs and proactively remove friction from executive workflows, particularly in remote settings
  • Can provide concrete examples of handling sensitive information with discretion while juggling multiple priorities in a fast-paced environment

📝 Tips for Applying to Rethink Wellbeing

1

Highlight specific experience with automation tools and generative AI in your resume - mention exact tools you've used and how they improved efficiency

2

Demonstrate understanding of effective altruism principles in your application materials, showing why mental resilience in this community matters to you

3

Provide concrete examples of how you've been the 'first point of contact' for multiple stakeholder groups simultaneously in a remote setting

4

Showcase experience with sensitive administrative tasks like legal documents, contracts, and payments - be specific about systems you've used

5

Tailor your examples to show how you've proactively removed friction from workflows rather than just responding to requests

✉️ What to Emphasize in Your Cover Letter

['Explain why improving mental resilience in the effective altruism community specifically resonates with you personally and professionally', "Provide a specific example of how you've used automation or AI tools to make processes more efficient in a previous role", 'Demonstrate your ability to anticipate needs and proactively solve problems, not just execute tasks', "Show how you've successfully handled sensitive information and multiple stakeholder relationships with discretion"]

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🔍 Research Before Applying

To stand out, make sure you've researched:

  • → Explore Rethink Wellbeing's website and understand their specific programs for mental resilience in the effective altruism community
  • → Research the effective altruism movement's core principles and why mental resilience is particularly important in this context
  • → Look into the organization's partners and stakeholders mentioned in their materials to understand their ecosystem
  • → Review any public materials about their scaling approach and how they measure impact
Visit Rethink Wellbeing's Website →

💬 Prepare for These Interview Topics

Based on this role, you may be asked about:

1 Describe a time you coordinated a cross-functional project with multiple stakeholders in a remote environment - how did you ensure deadlines were met?
2 What automation tools have you used to improve operational efficiency, and what specific processes did you optimize with them?
3 How would you handle a situation where you need to draft correspondence on behalf of the CEO for a sensitive matter with funders?
4 Give an example of how you've proactively identified and removed friction from an executive's workflow before they asked
5 How do you prioritize when juggling communications with stakeholders, partners, participants, and administrative tasks simultaneously?
Practice Interview Questions →

⚠️ Common Mistakes to Avoid

  • Using generic automation examples without specific tools or outcomes - they want concrete experience with actual tools
  • Focusing only on task execution rather than proactive problem-solving and anticipating needs
  • Being vague about handling sensitive information - they need clear examples of discretion with contracts, legal documents, or confidential communications

📅 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 Rethink Wellbeing!

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