Executive Assistant

Executive Assistant
Position Type: Administrative, Non-profit Reports to: CEO / Board Chair
Department: Administrative Category: FT, Non-Exempt

EXPECTATIONS FOR ALL EMPLOYEES: Support mission, vision, and core values. Implement time efficiency and sustainable practices. Exhibits professional qualities: integrity, teamwork, appreciation, confidentiality, and fosters a peaceful work culture.

JOB SUMMARY: We are seeking a highly organized, financially literate, and mission-aligned Executive Assistant to serve as the strategic partner to our Founder & CEO. This role goes beyond traditional administrative support. The Executive Assistant will function as a trusted thought partner, helping manage operations, financial coordination, board-related matters, and organizational systems during an important transition period. The ideal candidate is structured, proactive, detail-oriented, and comfortable operating with discretion at the executive level.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following not in priority order. Other duties may be assigned.

Executive Partnership & Strategic Support

• Serve as primary right hand to the Founder & CEO
• Anticipate needs, manage priorities, and track key initiatives
• Support and assist Board Secretary with Board communications, materials, and coordination
• Prepare executive-level documents, presentations, and reports
• Maintain strict confidentiality in all matters

Financial & Administrative Oversight

• Manage invoicing (AP), vendor payments, and AR tracking
• Coordinate closely with the organization’s bookkeeper and Board Treasurer
• Track budgets and assist with basic financial reporting
• Support expense monitoring and reconciliation
• Maintain organized financial documentation systems

Organizational & Operational Management

• Build and maintain structured digital filing systems (Google Drive, Dropbox)
• Improve operational workflows and documentation
• Coordinate contracts, agreements, and vendor communication
• Support compliance documentation and record-keeping

Communication & Stakeholder Coordination

• Draft professional communications on behalf of CEO
• Coordinate with Board Members, consultants, and partners
• Manage calendars, scheduling, and executive logistics
• Serve as internal communication hub during reopening phase

REQUIRED QUALIFICATIONS

• 5+ years experience as Executive Assistant, Senior EA, or Chief of Staff–level support
• Strong financial acumen (comfortable reading basic financial statements, tracking invoices, AP/AR coordination), familiarity with QuickBooks
• Bachelor’s degree in Business Administration, Finance, Nonprofit Management, Communications, Organizational Leadership, or related field or equivalent combination of education and 5-8 years of progressively responsible executive support experience
• Experience working with nonprofit boards and executive leadership
• Advanced proficiency in Google Workspace and digital file management systems
• Exceptional organizational and prioritization skills
• Strong written and verbal communication skills
• High discretion and professional maturity

Ability to pass background check

DESIRED QUALIFICATIONS

• Experience in nonprofit, wellness, retreat, or hospitality environments
• Experience supporting a Founder or CEO
• Comfort in a startup or rebuilding environment
• Experience helping build systems from the ground up
• A strong interest in wellness education, retreat management and non profit exposure
• Experience in grant writing, implementation, and administration

SKILLS & COMPETENCIES

• Highly structured and detail-oriented
• Calm under pressure
• Strategic thinker with operational discipline
• Mission-aligned with holistic wellness values
• Comfortable stepping into leadership presence when needed
• Self-starter who does not wait for direction
• Open to working in a drug/tobacco free work environment

HEALTH, SAFETY, AND PHYSICAL REQUIREMENTS

• Ability to comply with all organizational safety protocols
• Professional conduct aligned with nonprofit governance standards

Physical Requirements

• Ability to sit for extended periods while working at a computer
• Ability to stand, walk, and move between buildings and hilly outdoor spaces on the property
• Ability to lift and carry up to 20–25 pounds (files, supplies, small equipment)
• Ability to use standard office equipment (computer, phone, printer, copier)
• Ability to occasionally set up light meeting materials (tables, chairs, presentation supplies)
• Ability to navigate stairs and uneven terrain common in a natural retreat setting
• Visual acuity for reviewing financial documents and digital records
• Manual dexterity for typing and document preparation

Work Environment

• Combination of office and retreat property settings
• Occasional exposure to outdoor elements (heat, cold, humidity)
• May require flexibility during special events, retreats, or board meetings
• Standard 40-hour workweek with occasional extended hours during high-volume periods

We are an equal opportunity employer.

BENEFITS
Earned Paid Time Off
Free Parking

Job Type: Full-time

Pay: $19.00 - $24.00 per hour

Benefits:

• Free parking
• Paid time off

Experience:

• QuickBooks: 1 year (Required)
• Administrative: 5 years (Required)

Work Location: In person