Executive Assistant

About the role

The Executive Assistant supports the President/CEO and other leadership or engagement staff, providing administrative support including schedule management, meeting coordination, and external grant reporting. The role also serves as a first impression specialist, greeting visitors and managing office operations.

Responsibilities

• Supports the President/CEO with executive administrative functions, such as preparing for meetings, taking notes, and organization.
• Administers administrative support to leadership or engagement staff, managing complex schedules, coordinating meetings, taking notes, and preparing materials.
• Manages external grant reporting requirements, including requesting invoices or receipts, tracking budgets, submitting reimbursement requirements, and ensuring post-grant reports are submitted.
• Assists with meeting preparation for board and committee meetings, securing RSVPs, and preparing appropriate materials.
• Coordinates project management in Asana, creating and reminding of key team projects, and creating reporting.
• Serves as a first impression specialist, greeting visitors, answering phones, and managing staff needs.
• Supports office operations by assisting with ordering and organizing supplies, processing bills and invoices, managing large printing or mailing projects, scanning documents for electronic filing, and managing paperwork.
• Coordinates logistics for engaging meetings, convenings, experiences, and events, including scheduling, catering, travel, location, preparing meeting materials, technical support, and budget tracking.
• Collaborates with the operations team and other Foundation staff to support the mission of the Foundation.

Requirements

• Bachelor’s or associate degree or three years of equivalent administrative experience.
• Experience supporting executive administrative functions, working with complex calendars, and handling confidential information.
• Working knowledge of Microsoft Office products, especially Outlook, Word, and Excel; experience with Asana project management software preferred.
• Billing or invoicing experience.
• Experience working with customers or donors and confidential information.
• Experience with grant reporting preferred.

Qualifications

• Excellent verbal, written, and interpersonal communication skills.
• Excellent organizational skills and a high level of attention to detail.
• Excellent customer service skills.
• Ability to effectively work independently and as a team member.
• Ability to multitask and take direction from multiple people.
• Demonstrated responsibility and integrity.

Benefits

Salary in the range of $40,000 - $45,000
403(b) offered upon date of hire with 8% employer contribution after one year and one month of service
Group medical, dental, vision, and life insurance upon date of hire (no waiting period)
Unreimbursed medical and dependent day care flexible spending accounts available upon date of hire (no waiting period)
Paid time off, including vacation, sick, and community service days (no waiting period)