Executive Assistant

Description

The Executive Assistant provides high-level administrative and strategic support to the President while serving as a key liaison between executive leadership, the Board of Directors, staff, donors, and external stakeholders. This role requires exceptional judgment, discretion, organization, and communication skills. The Executive Assistant manages complex calendars, coordinates meetings and board activities, oversees executive correspondence, and helps ensure organizational priorities are executed efficiently.

The ideal candidate is proactive, detail-oriented, adaptable, and thrives in a fast-paced nonprofit environment where priorities can change quickly.

Executive Support

· Manage the President’s complex calendar, scheduling meetings, and organizational commitments.

· Align grant funding, individual giving, marketing, and engagement strategies to maximize revenue and mission visibility.

· Identify growth opportunities and recommend strategic improvements.

Board of Directors Support

· Coordinate Board and committee meetings.

· Prepare and distribute meeting agendas and board packets.

· Record meeting minutes and maintain official records.

· Manage board calendars and communications.

· Assist with board orientation and governance documentation.

Project & Administrative Management

· Coordinate organization-wide projects on behalf of executive leadership.

· Maintain confidential files and organizational records.

Communication & Relationship Management

· Draft executive communications including announcements, letters, presentations, and reports.

· Foster positive relationships while representing the executive office professionally.

Office Leadership

· Coordinate executive office operations.

· Assist with onboarding executive leadership and board members.

· Maintain confidentiality of personnel, financial, legal, and organizational information.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

The above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position.

Requirements

Minimum Qualifications:

• Associate’s degree required. Bachelor’s degree in business administration, communications, public Administration, or related field preferred.
• 5+ years of progressively responsible executive administrative support.
• Experience supporting senior executives, CEOs, or executive leadership teams.
• Nonprofit experience preferred.
• Experience supporting a Board of Directors is highly desirable.
• High level of professionalism and discretion.
• Advanced Microsoft Office skills, particularly Outlook, Word, Excel, and PowerPoint.
• Experience with virtual meeting platforms and document management systems.
• Strong interpersonal skills with the ability to interact confidently with executives, board members, donors, community leaders, and employees

Physical and Mental Demands:

• This role is largely office-based and requires prolonged sitting while working at a desk or computer.
• May require occasional light lifting (up to 25 lbs), standing, or walking, particularly when attending outreach events or assisting with off-site meetings.
• Frequent use of standard office equipment.
• Must be able to manage multiple tasks and projects simultaneously, often under tight deadlines.
• Occasional evening meetings for Board or organizational events.

The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.