Executive Assistant
Position Summary
The Executive Assistant provides high-level administrative and operational support to the Executive Director (ED) and plays a key role in ensuring the organization operates efficiently. This position enhances internal communication, staff and board engagement, community relations, compliance, data management, agency promotions, event coordination, and other administrative functions.
Key Responsibilities
Executive & Administrative Support
- Manage the ED's calendar, including scheduling internal and external meetings.
- Prepare agendas, meeting materials, and minutes for leadership, staff, and board meetings.
- Track action items and follow-ups from leadership and board discussions.
- Maintain confidential records and uphold data security across all administrative functions.
- Draft, proofread, and format reports, presentations, and correspondence.
- Coordinate logistics for internal and external meetings, retreats, and site visits.
Board & Governance Support
Assist the Board of Directors and committees with scheduling, documentation, logistics, action tracking, and communications.Ensure board records, including bylaws, meeting minutes, and policies, are current and easily accessible.Support board recruitment, onboarding, and training initiatives.Internal Communication & Staff Support
Assist the administrative team and managers in supporting staff throughout the Employee Lifecycle (ELC).Maintain internal records, databases, and agency document storage systems.Coordinate staff meetings, retreats, and professional development opportunities.Facilitate internal communication and knowledge sharing across departments.Stakeholder & Community Engagement
Support outreach and communication efforts with partner organizations, funders, and community stakeholders.Assist in drafting and distributing public communications and promotional materials.Help organize fundraising events, outreach initiatives, and agency representation in the community.Maintain up-to-date lists of community partners and available resources.Policy Compliance & Reporting
Assist in grant reporting, data tracking, and compliance documentation.Maintain organizational policies and procedures to ensure regulatory compliance.Support the ED in monitoring and reporting key performance indicators (KPIs) for agency programs.Operations & Facility Coordination
Work with staff, vendors, and contractors to maintain safe and functional workspaces.Support compliance with licensing, insurance, and regulatory requirements.Help develop and maintain the agency's procedures manual to support efficient operations.Assist HR functions, including new hire paperwork, interview scheduling, and employee records management.Qualifications & Experience
3-5 years of experience in an executive assistant, administrative, or nonprofit operations role.Strong organizational and time-management skills with excellent attention to detail.Exceptional written and verbal communication abilities.Ability to manage confidential information with discretion and professionalism.Strong interpersonal skills with the ability to collaborate across teams and with diverse stakeholders.Passion for the organization's mission and values.Experience in board governance and nonprofit leadership support is preferred.
