Executive Assistant

About the role

The Executive Assistant provides high level administrative, scheduling, and coordination support to the Executive Director and serves as a shared resource to the organization’s leadership team.

Essential Functions

• Executive Support
  • Manage the Executive Director’s calendar, including scheduling meetings, resolving conflicts, and protecting time for organizational priorities
  • Coordinate travel, registrations, and logistics for the Executive Director and leadership team
  • Draft, review, and proofread correspondence, memos, and other documents on behalf of the Executive Director
  • Track action items and deadlines and follow up to keep projects moving forward
  • Prepare briefing materials and background information ahead of meetings
  • Handle sensitive and confidential information with discretion and professionalism
• Leadership Team Support
  • Provide scheduling and administrative support to the Director of Operations, Director of Programs, and Director of Professional Development as needed
  • Cook up cross team meetings, agendas, and shared calendars
  • Aid the leadership team in gathering reports, presentations, and program materials
  • Help prepare grant, board, and funder reports by gathering and organizing inputs from staff
• Meetings, Board, and Events
  • Prepare materials for board and committee meetings, including agendas, packets, and minutes (the Clerk handles room scheduling and setup)
  • Maintain board records, contact lists, and governance documents
  • Lead high-level planning for organizational events, trainings, and the annual Champions of Child Care dinner, including timelines, vendor selection, and committee coordination (the Clerk supports hands-on logistics such as mailings, registration, and day-of execution)
  • Select and contract with venues and caterers for organizational events
• Technology and Data
  • Maintain accurate records, contact databases, and shared drives
  • Use office and collaboration software such as Microsoft Office efficiently
  • Maintain confidentiality of all sensitive organizational and personnel information
  • Support data entry and basic reporting as requested

Minimum Qualifications

• Associate’s degree or an equivalent combination of education and experience
• Three or more years of administrative, executive support, or office coordination experience
• Excellent written and verbal communication skills
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines
• Proficiency with Microsoft Office Suite
• Demonstrated ability to handle confidential information with discretion
• Able to work both independently and collaboratively across a team
• A valid driver’s license and reliable transportation

Preferred Qualifications

• Bachelor’s degree
• Experience supporting senior leadership or a board of directors in a nonprofit setting
• Familiarity with the early childhood, human services, or nonprofit sector
• Experience coordinating events or meetings
• Comfort learning new technology and improving administrative systems

Reports to

Executive Director

Provides shared support to the leadership team

• Director of Operations
• Director of Programs
• Director of Professional Development

Weekly 1:1 with the Executive Director is required

Pay

Starting at $50,000/year, negotiable based on education and experience