Executive Assistant

Position Summary
The Executive Assistant provides administrative and operational support to the Executive Director to ensure efficient daily operations. Key responsibilities include executive support, bookkeeping, office technology coordination, and support for internal and external communications. This role requires sound judgment, professionalism, discretion, strong organizational skills, and commitment to the organization’s mission and values.

Essential Duties and Responsibilities

Executive and Administrative Support

• Provide administrative support to the Executive Director, including managing calendars, scheduling meetings, coordinating travel, and preparing correspondence.
• Draft, format, and distribute agendas, meeting materials, reports, presentations, and meeting minutes.
• Maintain organized and confidential files, records, and administrative systems.
• Assist in preparing materials for board and committee meetings, as well as leadership activities.
• Track deadlines, follow-up items, and priority projects to ensure timely completion of organizational tasks.

Bookkeeping and Financial Support

• Support bookkeeping by processing invoices, tracking expenses, managing accounts payable and receivable, and documenting reimbursements.
• Maintain accurate financial records and assist with monthly reconciliations and budget tracking.
• Prepare financial spreadsheets, documentation, and reports for review by the Executive Director, finance staff, accountant, or treasurer.
• Ensure financial files and supporting documentation are complete, organized, and audit-ready.
• Support compliance with financial procedures and internal controls.

Technology and Systems Support

• Manage daily office technology systems, including shared drives, email platforms, calendars, databases, and virtual meeting tools.
• Troubleshoot technology issues and coordinate with external IT vendors or service providers as needed.
• Assist with data entry, database maintenance, document management, and electronic file organization.
• Support software platforms for finance, donor management, communications, and organizational operations.
• Recommend and help implement technology improvements to increase efficiency and accuracy.

Communications Support

• Draft and edit correspondence, announcements, newsletters, and other communications.
• Serve as a professional and courteous point of contact for partners, donors, board members, vendors, and the public.
• Help maintain consistent messaging and brand standards across all communications.
• Support logistics for meetings, events, and special initiatives.
• Help manage mailing lists, contact records, and communication distribution.

Required Qualifications

• - Associate's or bachelor’s degree or equivalent professional experience
• - At least three years of progressive administrative support experience. Experience in a nonprofit, foundation, or mission-driven environment is preferred.
• - Demonstrated experience in bookkeeping or financial administrative support
• - Proficiency in Microsoft Office or Google Workspace, including Word, Excel, Outlook, shared calendars, and cloud document systems
• - Strong written and verbal communication skills
• - Ability to manage multiple assignments accurately with discretion and attention to detail
• - Ability to work independently while supporting a collaborative team environment

Preferred Qualifications

• - Experience supporting an Executive Director, Chief Executive Officer, or a senior leadership team
• - Familiarity with accounting software such as QuickBooks or other financial systems
• - Experience with donor databases, CRM platforms, website content updates, or email marketing tools
• - Knowledge of nonprofit administration, board support, and management of confidential records

Core Competencies

• Professional judgment and confidentiality.
• Strong organizational and time-management skills.
• Financial accuracy and attention to detail.
• Effective written and verbal communication.
• Technology proficiency and adaptability.
• Initiative, reliability, and problem-solving ability.
• Commitment to service, collaboration, and the organization’s mission.

Work Environment

This position is primarily office-based and requires regular use of a computer, telephone, and standard office equipment. Remote or hybrid work may be considered based on organizational needs. Regular hours are Monday through Friday, 8:00 am to 5:00 pm, with occasional evening or early morning hours to support board meetings, events, or special projects.

Compensation

Compensation is based on experience and qualifications. Benefits are provided in accordance with organizational policy.

Equal Opportunity Statement

The organization is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, or any other protected status under applicable law. This position requires frequent walking and standing, as well as occasional lifting of up to 20 pounds. The physical demands described here are representative of those required to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Pay: $28,000.00 - $35,000.00 per year

Benefits:

• Paid time off

Work Location: In person