Executive Assistant

The Executive Assistant provides high\-level administrative support to the Executive Director, ensuring smooth organizational operations and efficient communications. The Executive Assistant serves as a representation to the Executive Director and the agency in communications with the board and performs essential administrative tasks related to board engagement. This role requires strong organizational skills, communication skills, attention to detail, and the ability to manage multiple priorities.

Essential Duties and Responsibilities:

Board \& Executive Director Support

• Attend and take minutes for full Board and assigned committee meetings. Coordinate agenda creation and distribute meeting materials.
• Manage and maintain the Executive Director's calendar, including scheduling meetings and appointments.
• Handle logistics for in\-person meetings (staff and board) and annual retreat, including room setup, food coordination, and technology support.
• Maintain board portal, contact lists, committee rosters, and meeting attendance records. Track board meeting and committee attendance for annual reporting.
• Support the Board of Directors' needs for administrative support to access and retrieve necessary information and files.
• Provide timely and accurate delivery of board minutes, data entry, and donor acknowledgments.

Senior Leadership Support

• Provide administrative support to all members of the senior leadership team as needed, including calendar management, scheduling, correspondence, and meeting preparation, coordination, and set\-up.
• Maintain organized records, files, and documentation on behalf of senior leadership.
• Support cross\-departmental initiatives through research, by coordinating logistics, communication, and follow\-up on action items across leadership members and teams.
• Prepare, proofread, and format reports, presentations, and other documents on behalf of senior leadership.
• Serve as a point of contact for internal and external stakeholders seeking to connect with members of the senior leadership team.

Human Resources Administrative Support

• Assist the HR department with administrative tasks including scheduling interviews, coordinating onboarding logistics, and maintaining personnel files and documentation.
• Support preparation and distribution of HR\-related communications, forms, and policy documents.
• Help coordinate employee recognition efforts, all\-staff meetings, and organization\-wide events.

Finance Administrative Support

• Support processing and tracking of invoices, expense reports, and reimbursement requests in coordination with finance staff.
• Maintain organized financial records and ensure timely routing of documents requiring review or signature.
• Support preparation of materials for audits, budget presentations, and financial reporting as needed.

Confidentiality \& Professionalism

• Maintain strict confidentiality and exercise sound discretion in handling sensitive organizational, personnel, financial, and board\-related information, and in all interactions with internal and external stakeholders.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.*

Experience, Education, Certifications/Licenses

• 2–3 years of experience in C\-suite administrative support, preferably in a non\-profit setting.
• Strong attention to detail, organizational skills, and ability to handle confidential information
• Excellent written and verbal communication
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and virtual meeting platforms (e.g., Zoom, Microsoft Teams); experience with Raiser’s Edge a plus.
• Ability to manage multiple tasks and meet deadlines independently and as part of a team.
• High level of professionalism, discretion, and confidentiality.
• Strong written and verbal communication skills.
• Flexibility and initiative in problem\-solving.
• Ability to pass a criminal background check.