Position Summary

The Executive Assistant (EA) will provide high-level administrative support to the Executive Director. This team-oriented professional has the administrative skills and background to help carry forward the organization’s mission. The Executive Assistant will provide critical assistance and support to the Executive Director and others as assigned. Internally- scheduling, communications, reports, event management, and working with the Director of Operations on operational matters. The EA will work independently on projects, from conception to completion, and must manage competing priorities and deadlines to handle a wide variety of tasks and confidential matters with discretion.

Positon Title: Executive Assistant
Job Position: Operations Associate
Reports to: Executive Director
Direct Reports: N/A
Indirect Reports: N/A
FLSA Status: Non-Exempt
Pay Rate: Hourly / $32.14 – $35.71
Annual Salary: $58,500 – $65,000
Position Type: Full-time
Hours Per Week: 35 hours a week, with potential for evening and weekend events
Benefits Eligible: Yes Remote: No
Hybrid: No

Responsibilities

• Schedule internal and external meetings
• Manage the scheduling of organizational tours
• Maintain a tour tracker with the contact information of all tour attendees
• Manage travel arrangements for the Executive Director and members of leadership

• Prepare meeting minutes and agenda for staff, board, and senior staff meetings
• Draft internal and external correspondence including letters, emails, and memos
• Assist the Executive Director with time management by handling all appointments and calendars, responding to phone and email messages, and managing calendars that do not require the Executive Director’s direct involvement
• Assist in preparation of materials and logistics for presentations, meetings, and events
• Work with Executive Director to support fundraising and donor activities including scheduling donor meetings, speaking engagements, and other projects as needed
• Proactively seek to assist the Executive Director with projects and offer advice to improve the content of all executive projects and communication
• Conduct research to keep the Executive Director up-to-date on issues that are relevant to the mission

• Perform other related tasks and responsibilities as assigned

Knowledge and Skill Requirements

The ideal candidate for this position should be a dynamic individual with a demonstrated ability to achieve results in a demanding and fast paced environment. In addition to the following:

• Represent the Executive Director, and the organization, in a professional manner
• Proficient in SharePoint and MS Office Suite, with an intermediate knowledge of Excel

• Able to type minimum of 50 words per minute.

• Available to work occasional nights and weekends as required to support special events
• Maintain the highest level of confidentiality and inspire trust

• Demonstrated ability to work in a multi-faceted environment that requires confidentiality, discretion, diplomacy, and tact is required

• Operate with the utmost degree of integrity and commitment to quality
• Ability to work independently with minimum supervision
• Excellent time management skills; ability to maintain a realistic balance among competing priorities
• Exhibit strong organizational skills as well as effective communication skills
• Capacity to engage, negotiate, and work with a variety of internal and external personalities; possess excellent relationship building skills
• Exhibit the principles of continuous learning, and a dedication to excellence
• Show commitment to the mission and desired outcomes of the organization

• Commit to serve the community and ensure a space for all participant in our programs