Executive Assistant - Part-Time Contractor

Overview

Network Time Foundation (NTF) is hiring a contract Executive Assistant to support its President. NTF is a 501(c)(3) that stewards open-source software and international standards around time synchronization, including the Network Time Protocol (NTP) and LinuxPTP projects — the infrastructure that keeps clocks synchronized across the global internet, underpinning everything from financial markets to healthcare audit logs to the power grid.

This is a high-trust, high-variability role in a fast-moving, growing, and evolving environment. Success depends less on prior Executive Assistant tenure than on judgment, self-direction, and the ability to impose order without being asked.

You are likely a strong fit if you:

• Bring structure to ambiguity
• Manage up when priorities are unclear
• Operate with strong personal systems and boundaries

Prior experience supporting a founder or executive in an early-stage or builder environment is a plus — as is clear evidence of driving execution with local and remote staff or volunteers. Significant growth potential as the organization expands into a broader spectrum of solutions and consulting opportunities will result in increased pay rates and/or expanded hours.

This is a 1099 independent contractor engagement. As an independent contractor, you are responsible for your own taxes, insurance, and equipment.

Be aware: this role involves rapidly shifting priorities, incomplete information at times, and exposure to high-level discussions that may include disagreement or debate. The right person stays grounded and professional, maintains confidentiality, communicates boundaries clearly, and resists the urge to fix everything at once. Strong performance can lead to increased hours and a higher bill rate.

Schedule

• Preferred days: Monday, Wednesday, Friday (~15 hours/week)
• Preferred availability: 12:00 PM – 5:00 PM
• Optional: Early evening availability (by agreement)
• Location: Preference for Ashland-Talent-Phoenix-Medford (Oregon) area candidates; some work can be done remotely. The home office includes household pets — candidates with severe allergies should note this before applying

Key Responsibilities

Calendar + Priority Management (Primary)

• Own and actively manage a dynamic calendar
• Proactively resolve scheduling conflicts
• Help clarify and enforce priorities when they are unclear
• Prepare concise daily and weekly plans

Communication Triage

• Monitor and triage email, Slack, and other inputs
• Draft clear, professional responses
• Filter noise vs. signal for executive attention
• Maintain a simple log of open action items from communications

Task + Accountability Management

• Track commitments, deadlines, and follow-ups
• Maintain simple, reliable systems (task lists, trackers)
• Ensure important items do not get dropped

Operational Support

• Organize legal agreements and other documents, and workflows
• Coordinate logistics (meetings, occasional travel, projects)
• Assist with light research and synthesis, for example identifying companies or industries that rely on our work but don’t know who we are

Stability + Structure Creation (Critical)

• Introduce structure where none exists
• Ask clarifying questions early and often
• Speak up ASAP if there is any discovered potential risk to a deliverable
• Identify when priorities conflict, and escalate appropriately

Ideal Candidate Profile

Must-Haves

• Strong organizational and execution skills
• Comfortable with ambiguity and changing direction
• Excellent written communication
• High discretion and reliability
• Tech-comfortable (Google Workspace, Slack, spreadsheets)
• 2+ years supporting an executive, founder, or senior leader

What We’re Looking For in a Contractor

• You follow through without being chased, manage your own work, and flag blockers early.
• You raise concerns and name problems directly, even when uncomfortable.
• What you say you’ll do, you do, and what you’re asked to keep confidential stays confidential.
• You can pivot and re-prioritize without extensive hand-holding when the plan changes.
• You maintain firm limits without becoming defensive or disengaged, and can tolerate some interpersonal tension without internalizing it.

The following words mean a lot to us - we’re curious what they mean to you:

• Ownership & Accountability
• Openness: Speak fully without blame, listen without becoming defensive.
• Integrity & Reliability
• Adaptability & Spontaneity

Nice-to-Haves

• Experience with Jira, OpenProject, or other task management systems
• Process improvement mindset
• Familiarity with basic bookkeeping or expense tracking
• Experience supporting board meetings or nonprofit governance (agendas, minutes, materials)

Contractor Details (Starting)

• $25–$35/hour, depending on experience and autonomy
• Estimated earnings: $375–$525/week at core hours (~15 hrs/week)
• Candidates seeking the higher end of the range should demonstrate the ability to operate independently and reduce executive workload

Structure & Support (Built Into This Role)

• 30-day mutual trial period with clear feedback checkpoints at both ends
• Weekly 15–20 minute priority alignment check-in; agreed communication boundaries covering working hours, after-hours contact, and urgent vs. non-urgent
• Defined scope — this role is designed to support and organize, not absorb unlimited workload; prioritization is an ongoing, shared responsibility
• A simple contractor agreement will be provided prior to the start of engagement