Executive Assistant

The Executive Assistant serves as a high-level administrative and operational support professional for Grace Place. This position provides direct support to the CEO while also assisting the Operations Director with organizational systems, communication, financial administration, donor documentation, scheduling, and office operations.

The Executive Assistant plays a key role in maintaining organizational efficiency, professionalism, confidentiality, and administrative excellence across all areas of operations.

This position requires strong organizational skills, attention to detail, discretion, professionalism, flexibility, and the ability to manage multiple responsibilities in a fast-paced nonprofit environment.

The Executive Assistant is expected to proactively anticipate organizational and executive support needs, helping leadership remain prepared, organized, and ahead of deadlines and operational priorities.

Primary Responsibilities

Executive & Administrative Support

• Manage CEO calendar, scheduling, and meeting coordination
• Coordinate appointments, meetings, and event logistics
• Answer incoming calls and direct communication appropriately
• Return calls and follow up on messages as assigned
• Maintain organized filing systems, both digital and physical
• Scan, upload, and organize documents
• Prepare mailings, packets, correspondence, and forms
• Assist with organizational communication and follow-up
• Support special projects and events as assigned
• Anticipate administrative needs, scheduling conflicts, deadlines, and operational issues
• Proactively identify upcoming needs, priorities, and potential concerns
• Assist the CEO in staying prepared for meetings, events, donor engagements
• Maintain awareness of ongoing projects and follow up on outstanding items

Financial & Bookkeeping Support

• Enter checks, cash receipts, and deposits into QuickBooks
• Prepare and organize weekly deposits
• Scan and attach invoices and receipts to QuickBooks transactions
• Process accounts payable documentation
• Print and mail checks for approved expenses
• Maintain financial filing systems and supporting documentation
• Monitor and organize monthly giving records
• Process recurring donation documentation
• Assist with preparation of 1099s and audit documentation
• Send requested financial records to accountant
• Maintain W-9 documentation for vendors and contractors
• Monitor organizational credit card activity and documentation

Donor & Development Administration

• Enter donations into Bloomerang
• Maintain accurate donor records
• Prepare and send donor acknowledgement letters and thank you cards
• Process tax receipt mailings annually
• Maintain donor mailing lists and updates
• Assist with capital campaign administrative tracking
• Maintain pledge and gift documentation
• Create donor interactions and documentation in Bloomerang
• Assist with Alliance member communication and tracking

Office & Operations Support

• Order office supplies and printed materials
• Maintain inventory of administrative supplies
• Coordinate repair or maintenance requests with Operations
• Maintain organizational records and compliance documentation
• Organize insurance, audit, and grant files
• Maintain online organizational profiles and updates
• Assist with organization-wide administrative systems and procedures
• Assist with event coordination and logistics
• Prepare invitations and mailings

Grants & Compliance Administration

• Maintain grant files, documentation, and reporting schedules
• Track grant cycles, deadlines, reporting requirements, and renewal dates
• Provide reminders and administrative follow-up to the CEO regarding upcoming grant submissions and reporting deadlines
• Organize grant-related documentation and correspondence
• Assist with gathering supporting documents and organizational information needed for grant applications and reports
• Maintain a master calendar of grants, renewals, reporting dates, and partnership requirements

QualificationsRequired Skills & Abilities

• Strong organizational and multitasking skills
• High attention to detail and accuracy
• Professional written and verbal communication
• Ability to maintain confidentiality
• Strong time management and follow-through
• Ability to prioritize responsibilities independently
• Proficiency with Google Workspace
• Proficiency with QuickBooks or ability to learn quickly
• Ability to work in a fast-paced and mission-driven environment

Preferred Qualifications

• Administrative experience
• Nonprofit experience preferred
• Bookkeeping or financial administrative experience preferred
• Experience with donor databases or CRM systems preferred
• Experience coordinating schedules and events preferred

Physical Requirements

• Ability to sit and work at a computer for extended periods
• Ability to occasionally lift office supplies or event materials
• Ability to move throughout campus and office spaces as needed

Work Schedule

• Monday–Friday, standard office hours
• Occasional evenings or events as needed

Core Expectations

The Executive Assistant must demonstrate:

• Professionalism
• Dependability
• Confidentiality
• Initiative
• Flexibility
• Strong interpersonal communication
• Alignment with the mission and values of Grace Place

Mission Alignment

Grace Place exists to provide housing, hope, and restoration to single mothers and their children experiencing homelessness. Every team member is expected to support the mission through professionalism, compassion, accountability, and excellence in service. Grace Place is a faith-based organization, and aligning with the core beliefs and values of the organization is crucial.

Job Type: Full-time

Pay: From $65,000.00 per year

Benefits:

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

Experience:

• Executive administrative support: 2 years (Preferred)
• bookkeeping: 2 years (Preferred)

Work Location: In person