Executive Assistant

Executive Assistant

Children, Youth, Family and Transitional Age Youth Division

Felton Instittue

Agency Overview

Felton Institute responds to the needs of our community by providing innovative, evidence-informed social services that transform lives. Our organization offers 50 programs that address mental health, the unhoused, early care and education, those impacted by the justice system, transitional age youth, as well as aging adults. Our programs combine the latest scientific research with cultural sensitivity and a deep commitment to supporting and reflecting on the communities we serve. Felton offers a dynamic, challenging, and supportive work environment where we encourage the use of professional development, that staff can utilize throughout their careers

Division Description
The Children, Youth, Family and Transitional Age Youth (CYFTAY) Division is one of the social services components of Felton Institute. Felton’s Children, Youth, Family and TAY Division provides comprehensive early care and education, inclusion and early intervention services for children birth to six years old, including children with special needs. It also provides outpatient behavioral/ mental health and case management services to children and youth 4-21 years old and their families. Lastly, it also provides comprehensive case management, educational/ vocational, health, nutritional and parenting education services to pregnant and parenting teens up to the age of 24 years old. We strive to provide high quality services that meet the highest standards of care and have the greatest impact on the lives of those being served.

Brief Position Summary

Under the general guidance of the COO/ Capital Development Director of Felton’s CYFTAY Division, the Executive Assistant plays a critical role in supporting the planning, development, and management of operations within the CYFTAY Division. Specifically, the EA supports in three main areas, 1) Executive and Administrative Support 2) Operational & Grant/ Contract Management and 3) Capital Development project Coordination. This position requires a highly motivated and organized individual with strong writing, communication, and project management skills. The Executive Assistant will provide high-level support to the COO and Capital Development Director, ensuring their time is effectively leveraged while facilitating seamless coordination across leadership functions. A commitment to teamwork, discretion, and exceptional customer service is essential, along with the ability to manage sensitive and confidential information with professionalism.

Job Description

Duties & Responsibilities:

Executive and Administrative Support

• Provide high-level executive and administrative support to the COO/Capital Development Director, including managing travel arrangements, coordinating calendars and meetings, facilitating conference calls, and prioritizing urgent matters.
• Prepare materials, presentations, and reports to ensure the COO/Capital Development Director is well-briefed for meetings.
• Respond to high-level inquiries promptly and proactively, ensuring tasks are completed successfully and in a timely manner.
• Draft, edit, and manage internal and external communications, including correspondence, presentation materials, handouts, and reports.
• Handle confidential and non-routine information while ensuring seamless communication across departments.
• Conduct research, generate reports, and create presentations to support the CYFTAY Division’s initiatives.
• Enhance the productivity and efficiency of the Office of the COO/Capital Development Director by serving as a gatekeeper for time and attention—this may involve meeting with staff and partners, returning communication, or relaying messages on behalf of the COO.
• Act as a liaison between the COO/Capital Development Director and internal/external stakeholders to facilitate effective communication.
• Support the onboarding of new Director-level staff by providing access to essential cloud files, agendas, and key documents, as well as creating templates for the Leadership Team as needed.
• Organize and coordinate COO/Capital Development Director-related activities, including internal team meetings, cross-team collaborations, employee relations, strategy sessions, retreats, and office hours—handling scheduling, reminders, technical support, logistics, note-taking, agenda preparation, follow-ups, and catering arrangements as necessary.
• Plan and execute COO/Capital Development Director-related initiatives such as onboarding activities, team-building events, celebratory occasions, and holiday gatherings.
• Attend meetings on behalf of the COO, take detailed notes, and track follow-ups to ensure continuity and progress.
• Facilitate cross-functional coordination and outreach to align teams and divisions effectively.
• Work consultatively and collaboratively with leadership and departments at all levels.
• Manage and safeguard confidential information with the highest level of discretion.

Operational & Grant/Contract Management

• Support the submission and post-award tracking and reporting of grants, proposals, and contracts.
• Collaborate with CYFTAY Directors to manage the grant/contract cycle, ensuring all duly signed contracts are received and archived appropriately.
• Assist with contract and grant documentation, maintaining compliance tracking and reporting.
• Develop and maintain databases, records, and reporting systems to ensure efficient contract and grant management.
• Identify and implement process improvements to enhance workflow efficiency.

Capital Development Project Coordination

• Track and manage key milestones, schedules, and deadlines for capital development projects.
• Coordinate internal and external meetings related to capital projects, including preparing agendas, taking minutes, and managing follow-ups.
• Maintain project documentation, including grant/loan awards, contracts, budgets, and compliance reports.
• Oversee databases and tracking systems for project progress, approvals, and deliverables.
• Serve as a point of contact on behalf of the COO/Capital Development Director, liaising with internal stakeholders, contractors, architects, and external partners to ensure streamlined communication and project execution.
• Support the TI team with procurement, vendor contracts, and logistical coordination for site visits.
• Assist executive leadership in preparing presentations and briefings on capital project progress.
• Contribute to the development of policies and procedures for capital development project oversight.
• Apply critical and analytical thinking to problem-solving, facilitating timely decision-making to keep projects moving forward.
• Monitor project risks and escalate issues as necessary.
• Perform other duties as assigned to support the COO/Capital Development Director and organizational objectives.

Minimum Requirements

• Bachelor’s degree or equivalent work experience.
• Minimum of five years of experience supporting C-level executives, either directly as an Executive Assistant or in a related role.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, and project management tools (e.g., Microsoft Bookings, Monday.com).
• Experience with virtual meeting platforms (e.g., Zoom, Teams) and CRM/database management.
• Strong ability to manage calendars, coordinate meetings, prepare reports, and draft professional communications.
• Exceptional organizational and time management skills, with the ability to handle multiple priorities simultaneously.
• Experience in tracking projects, coordinating cross-functional teams, and ensuring timely follow-ups on action items.
• Ability to manage contracts, grants, and compliance-related documentation.
• Excellent written and verbal communication skills, with a professional demeanor in both appearance and interaction.
• Strong relationship management skills to engage with internal and external stakeholders effectively.
• Proactive mindset with the ability to anticipate needs and take initiative.
• Strong discretion in handling confidential information.
• Ability to work in a fast-paced, evolving environment and adjust to shifting priorities.
•  Bilingual in Spanish (preferred).

Additional Information:
Reports to: COO & Capital Development Director.
Job Type: Full-Time
Work Schedule: Onsite
FLSA Status: Exempt
Salary Range: $75,000 - $85,000 Annually (DOE)
Benefits (subject to election and eligibility): Fully-Paid Medical and Dental Plans; Health Reimbursement Card, Paid Time Off (personal, vacation, and sick time), 403B with company match.

Applying Instruction:
Candidates should apply for the position at our career page “careers.felton.org” OR directly email resumes to “jobs@felton.org”.

IMP NOTE: Job responsibilities are subject to change according to program requirements.