Executive Administrative Assistant

JOB TITLE: Executive Administrative Assistant

FLSA STATUS: Non\-Exempt

DATE: March 2026

REPORTS TO: Chief Executive Officer

A coat. A meal. A pair of glasses. Simple things like these often stand between a child and their ability to learn. Care to Learn partners with Missouri school districts and community members to fill these gaps and to help keep students focused on what matters most: learning. Our mission is to help all children succeed, and we’re looking for passionate leaders who want to join us!

PRIMARY PURPOSE OF JOB

The Executive Assistant to the CEO serves as a highly trusted partner, enabling the CEO to operate at the highest level of effectiveness. This role is responsible for proactively managing priorities, streamlining operations, and ensuring seamless execution across administrative, operational, and strategic functions. Through exceptional organization, communication, and judgment, this position directly supports the advancement of Care to Learn’s mission and impact.

ESSENTIAL FUNCTIONS AND PERFORMANCE AREAS

Executive Support \& Operations

• Manage and optimize the CEO’s calendar, inbox, and daily priorities
• Draft, edit, and manage correspondence, reports, and presentations
• Coordinate travel, meetings, and logistics with a high level of detail
• Track expenses, mileage, and reporting with accuracy and timeliness
• Manage task lists, priorities, and follow\-ups to ensure nothing falls through the cracks
• Provide day\-to\-day executive support, including coordinating meals, gifts, errands, and other logistics that enable the CEO to operate at a high level

Board \& Stakeholder Engagement

• Prepare Board meeting agendas, materials, and minutes
• Support communication between the CEO and Board members
• Serve as a liaison between the CEO and internal and external stakeholders
• Ensure timely, professional, and confidential communication at all levels

Event \& Meeting Coordination

• Coordinate logistics for meetings, events, and donor engagements
• Prepare materials, presentations, and ensure room and technology readiness
• Support donor and partner interactions with professionalism and attention to detail

Administrative \& Organizational Excellence

• Maintain organized systems for files, records, and documentation
• Support CRM data entry and ensure donor database accuracy
• Assist Development and Marketing with administrative and coordination needs
• Manage special projects, research, and reporting as assigned
• Handle operational tasks and logistics to support overall organizational efficiency

WHAT SUCCESS LOOKS LIKE IN THIS ROLE

• The CEO’s time is optimized, protected, and focused on the highest priorities
• Communication is clear, timely, and professional across all stakeholders
• Meetings, events, and Board interactions run seamlessly
• Details are anticipated and handled proactively
• The organization operates more efficiently because of your support

THIS ROLE IS NOT FOR EVERYONE. IT IS FOR SOMEONE WHO:

• Thrives in a fast\-paced, ever\-changing, high\-expectation environment
• Takes ownership without being asked
• Solves problems proactively rather than waiting for direction
• Anticipates needs several steps ahead
• Is energized by supporting a mission that serves children

WHY THIS ROLE MATTERS

Behind every effective leader is someone ensuring nothing is missed. In this role, your work will directly impact how effectively Care to Learn serves thousands of students. If you’re looking for a role where your work truly matters and where excellence is expected, we encourage you to apply.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong understanding, commitment, and enthusiasm for the organization’s mission and vision.
• Knowledge of working within a professional nonprofit office environment.
• Ability to prioritize objectives and multitask in a rapidly changing environment.
• Strong organizational skills, attention to detail, and time management skills.
• Strong interpersonal and communication skills.
• Ability to work with a diverse group of people and demonstrate a consistent professional demeanor.
• Ability to work independently and exercise sound judgment.

Proficient with Google G\Suite (including Gmail, Google Calendar, Google Drive, Docs, Forms, Sheets, and Slides), Microsoft Office (including Word, Excel, and PowerPoint), Donor Database systems, and QuickBooks.

EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS

• 2\+ years of experience in an administrative or executive support role.
• Bachelor’s degree preferred (or equivalent experience).
• Proficiency in Google Workspace and Microsoft Office.
• Experience with CRM/database systems preferred.
• Possess a valid driver’s license and have a good driving record.
• Must be able to pass a background check and register with the Family Care Safety Registry.

Physical Requirements and Percentage of Work Time Spent on Activity

• Seeing: Must be able to see to read documents/reports and use computer.
75\-100%
• Hearing: Must be able to hear well enough to communicate with staff, donors, vendors, and general public.
75\-100%
• Sitting: Must be able to sit for long periods of time.
50\-74%
• Standing/Walking: Must be able to move about the work area.
50\-74%
• Climbing/Stooping/Kneeling: Must be able to stoop or kneel to pick up items off the floor.
50\-74%
• Lifting/Pulling/Pushing: Must be able to lift 20 pounds with or without reasonable assistance.
50\-74%
• Grasping/Feeling: Must be able to type, handle documents, and use equipment and electronic devices.

WORKING CONDITIONS

Normal working conditions in an office or school environment, absent extreme factors.

The statements herein are intended to describe the general nature and level of work being performed, but are not to be seen as a complete list of responsibilities, duties, and skills required of personnel so classified. Also, they do not constitute an employment contract and are subject to change at the employer's discretion.

About Care to Learn

Founded in 2008, Care to Learn exists to meet children' s emergent health, hunger, and hygiene needs so they can succeed in school. To date, Care to Learn has met over 4,600,000 health, hunger, and hygiene needs of Missouri students. Headquartered in Springfield, MO, Care to Learn serves a population of over 135,000 students in 55\+ school districts.