Executive Assistant

• Provide administrative support to the CEO and Executive Leadership Team.
• Manage and coordinate the CEO's calendar, appointments, meetings, and travel arrangements.
• Prepare executive correspondence, reports, presentations, and meeting materials.
• Monitor deadlines, action items, and organizational priorities.
• Coordinate executive meetings and leadership retreats.
• Serve as a liaison between executive leadership, staff, external partners, and community stakeholders.

• Serve as the primary administrative support to the Board of Directors.
• Coordinate all Board and Committee meetings, including scheduling, logistics, agendas, and meeting materials.
• Prepare and distribute Board packets documentation.
• Record, prepare, and maintain official Board and Committee meeting minutes.
• Maintain Board records, bylaws, policies, resolutions, and governance documentation.
• Track Board member terms, committee assignments, and attendance records.
• Support Board recruitment, orientation, and engagement activities.

• Provide administrative support to the Controller and Fiscal Department.
• Assist in the preparation of monthly financial reports, Board financial packets, and supporting documentation.
• Maintain financial files and records in accordance with organizational policies and audit requirements.
• Assist with gathering documentation for annual audits, contract reviews, and monitoring visits.
• Support contract administration, funding documentation, and grant-related reporting activities.
• Coordinate collection of information required for financial reports, budgets, and regulatory submissions.
• Assist with accounts payable documentation, invoice tracking, and other fiscal administrative functions as assigned.
• Maintain fiscal calendars and deadlines to ensure timely completion of reports and deliverables.

• Organize and maintain confidential executive and organizational records.
• Prepare spreadsheets, reports, meeting materials, and presentations.
• Manage document retention and filing systems.
• Order office supplies and coordinate administrative support functions.
• Assist with agency-wide meetings, staff events, and special organizational projects.

• Facilitate communication among leadership, Board members, staff, funders, and community partners.
• Coordinate special projects and strategic initiatives.
• Track assignments and follow-up activities related to executive and Board decisions.
• Assist with organizational communications and stakeholder engagement.

• Associate or bachelor’s degree in business administration, Accounting, Communications, Public Administration, or related field preferred.
• Minimum of three (3) to five (5) years of executive administrative experience.
• Experience supporting senior executives and managing complex schedules.
• Experience coordinating Board of Directors meetings and preparing meeting minutes.
• Strong administrative, organizational, and project management skills.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, Outlook, PowerPoint, and Teams.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with professionalism and discretion.

• Experience in a nonprofit organization.
• Experience supporting finance, accounting, or fiscal operations.
• Knowledge of nonprofit Board governance practices.
• Familiarity with audits, grants, government contracts, and financial reporting.
• Experience working with DHS, CYF, or other human service funding sources.

• Executive-Level Professionalism
• Confidentiality and Integrity
• Attention to Detail
• Organizational Excellence
• Financial and Administrative Acumen
• Communication and Relationship Building
• Project Management
• Problem Solving
• Adaptability and Initiative
• Customer Service Orientation

• $45,000.00 Annual Salary, medical, dental, vision, generous paid time off, and ongoing training. 
• Monday – Friday 7.5 hours per day. 

Powered by JazzHR