Executive Assistant

Job Summary

The Executive Assistant provides high-level administrative and operational support to the Executive Director while helping ensure the smooth day-to-day functioning of Family Promise of Washington County. This hybrid role combines executive support, office coordination, donor and fund development assistance, guest engagement, and administrative support for programs serving individuals and families experiencing housing instability and homelessness.

The Executive Assistant serves as a welcoming and professional representative of the organization, maintains confidential records, supports community relationships, and assists in advancing the organization’s mission through effective coordination of office operations, fundraising support, communications, and program-related administration.

Essential Responsibilities

Executive Director & Administrative Support

• Provide direct administrative support to the Executive Director, including calendar coordination, scheduling, correspondence, and priority management.
• Answer and direct calls to the Executive Director, employees, guests, and voicemail systems in a professional and welcoming manner.
• Assist the Executive Director and staff with mailings, copying, document preparation, and administrative tasks.
• Prepare reports, presentations, meeting materials, board packets, agendas, and correspondence as needed.
• Distribute incoming mail, manage outgoing mail and daily post office needs, and monitor postage inventory for reorder.
• Upload, organize, and maintain organizational files, historical records, event documents, office correspondence, and shared electronic systems.
• Assist with updating contracts, agreements, permits, program rules, and organizational documents.
• Maintain accurate and confidential files and records in compliance with organizational standards.

Office Operations & Program Support

• Serve as a first point of contact by greeting guests, visitors, volunteers, donors, and community partners professionally and respectfully.
• Answer guest questions and concerns and provide support or referrals as appropriate.
• Respond to and document Housing Hotline inquiries, collect necessary information, and provide referrals to appropriate community resources and housing services.
• Assist staff with administrative projects and operational support across programs.
• Help maintain a clean, organized, safe, and welcoming office and facility environment, including donated supplies and inventory organization.
• Assist in maintaining office systems, forms, records, supplies, and workflow processes.
• Generate reports and maintain data as requested.
• Support organizational compliance, licensing requirements, and documentation in accordance with federal, state, and local regulations.
• Perform additional duties as assigned to support organizational operations and mission delivery.

Fund Development, Donor & Community Relations Support

• Assist with bookkeeping-related tasks, including entering donations and payments, preparing deposits, and recording financial information appropriately in QuickBooks.
• Prepare donor acknowledgments, thank-you letters, receipts, and related correspondence.
• Maintain donor records, databases, email communications, and fundraising inventory.
• Assist with grant preparation, supporting documentation, and grant-writing needs as assigned.
• Support fundraising events, seasonal campaigns, and organizational functions through logistics, coordination, and administrative assistance.
• Assist with marketing and communication materials including brochures, presentations, newsletters, social media content, and community mailings.
• Help organize online tools and systems to improve organizational workflow and efficiency.
• Foster positive relationships with donors, volunteers, board members, community partners, and supporters.

Board & Leadership Support

• Assist with Board of Directors and committee meeting coordination.
• Prepare agendas, meeting materials, minutes, and supporting documentation.
• Help maintain board files, governance documents, and communication records.

Qualifications

• Minimum of one (1) year of previous office, administrative, executive support, nonprofit, or related experience preferred; nonprofit or human services experience preferred.
• Excellent verbal, written, interpersonal, and customer service communication skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Proven ability to develop and maintain effective working relationships with board members, staff, volunteers, donors, guests, and community organizations.
• High level of professionalism, discretion, sound judgment, and ability to maintain confidentiality.
• Proficiency in Microsoft Office, Google Workspace, QuickBooks, databases, and online systems preferred.
• Strong typing, administrative, and office coordination skills.
• Commitment to promoting positivity, professionalism, wellness, and a supportive workplace culture.
• Ability to work independently while also collaborating effectively with a team.

Required Credentials

• Valid driver’s license and acceptable driving record required.
• Ability to successfully complete a pre-employment drug screening and background check.

Physical & Mental Requirements

• Ability to sit, stand, and walk for extended periods of time.
• Ability to work at a computer for prolonged periods.
• Ability to occasionally lift and move up to 30 pounds.
• Ability to maintain focus, exercise sound judgment, and think clearly in a fast-paced, mission-driven environment.
• Ability to interact compassionately and professionally with individuals experiencing crisis, housing instability, or homelessness.

Core Competencies

• Compassion and empathy balanced with professionalism
• Confidentiality and ethical judgment
• Organization and attention to detail
• Initiative and adaptability
• Relationship-building and teamwork
• Problem-solving and time management
• Commitment to the mission of serving vulnerable individuals and families

Mission Alignment

The Executive Assistant must demonstrate a commitment to the mission and values of Family Promise of Washington County and consistently treat guests, families, staff, volunteers, donors, and community partners with dignity, compassion, and respect.

Compensation & Benefits:
Salary commensurate with experience. Benefits available based on employment status and organizational policy.

Pay: $19.00 - $24.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person