Executive Assistant

About the role

This position is full-time, non-exempt, and reports to the Chief Executive Officer. It is based onsite in Lexington, Kentucky.

About Ronald McDonald House® Lexington

Ronald McDonald House Lexington is a non-profit, 501(c)(3) organization dedicated to providing family-centered care for children and their families facing serious illnesses. We believe that when a family has a sick child, they need to be together, and we strive to make that possible.

Executive Assistant (EA)

• Serve as a strategic partner and primary point of support to the CEO and Leadership Team (LT).
• Manage complex calendars, scheduling, and shifting organizational priorities with efficiency and discretion.
• Draft, edit, and manage correspondence, reports, presentations, and other high-level communications.
• Act as a liaison between the CEO, LT, board members, donors, and key external stakeholders.
• Support the CEO and LT in advancing priorities, communications, and key organizational initiatives.
• Play a central role in coordinating a transformational nonprofit capital campaign and related construction project(s).
• Coordinate logistics for capital campaign meetings, donor cultivation efforts, events, and stakeholder engagement activities.
• Maintain campaign tracking systems, donor records, pledge documentation, and project timelines with accuracy and confidentiality.
• Aid in the development and preparation of campaign materials, proposals, presentations, and impact reports.
• Support donor stewardship efforts through timely communications, recognition initiatives, and follow-up coordination.
• Partner closely with development and finance teams to monitor campaign progress, reporting, and key deliverables.
• Provide high-level administrative and operational support for construction and facilities projects connected to the capital campaign.
• Coordinate meetings, minutes, and communications among architects, contractors, project managers, consultants, and internal stakeholders.
• Track project timelines, deliverables, budgets, and key milestones to support successful execution and accountability.
• Help ensure clear, consistent communication and alignment across all parties involved in project planning and execution.
• Support the planning and execution of board, committee, and LT meetings, including agendas, materials, minutes, and follow-up action items.
• Coordinate communications, scheduling, and materials for committees, advisory groups, and key stakeholders.
• Build and maintain strong professional relationships with board members, donors, partners, and community leaders.
• Support strategic initiatives and cross-functional projects as directed by the CEO and LT.
• Identify opportunities to streamline processes and improve organizational efficiency and effectiveness.
• Handle sensitive information with the highest level of confidentiality, professionalism, and discretion.
• Lead and support special projects that advance organizational priorities and mission-driven goals.

Key Responsibilities

• Meeting Coordination and Logistics:
• Manage all the behind-the-scenes details that contribute to a seamless and positive experience for meeting participants.
• Ensure the physical, emotional, and technological aspects are handled with care, fostering an environment that supports collaboration, focus, and engagement.
• Manage internal calendars, set up reminders and follow-ups for important deliverables.
• Create and manage trackers for multifaceted or ongoing projects.
• Communications:
• Maintain a smooth and organized flow of information, ensuring that the right messages reach the right people at the right time.
• Manage internal calendars, set up reminders and follow-ups for important deliverables.
• Prepare and distribute documents such as reports, newsletters, and bulletins.
• Create and maintain trackers for multifaceted or ongoing projects.
• Strategic & Organizational Support:
• Support strategic initiatives and cross-functional projects as directed by the CEO and LT.
• Identify opportunities to streamline processes and improve organizational efficiency and effectiveness.
• Handle sensitive information with the highest level of confidentiality, professionalism, and discretion.
• Lead and support special projects that advance organizational priorities and mission-driven goals.

About You

• Technologically savvy and adaptable, seeing technology as a tool to strengthen relationships rather than replace them.
• Natural ability to network and adapt to diverse groups, with high emotional intelligence enabling you to read the room and foster connection and harmony.
• Highly organized and detail-oriented, with a strong project management skillset that allows you to remain flexible and poised when circumstances require a pivot.
• Even-tempered and professional, with the ability to manage your commitments with ease and maintain a positive and professional demeanor during meetings.

Essential Competencies/Experience

• Bachelor's degree or equivalent professional experience required.
• Minimum 3+ years of administrative experience in a professional environment.
• Experience supporting a CEO or senior leadership team, or executive administration adjacent experience (such as project coordinator, operation coordinator, business specialist, administrative manager, event manager, or executive coordinator).
• Exposure to capital campaigns, fundraising operations, construction projects, or project management strongly preferred.

Skills & Abilities

• Possesses high standards and professional integrity, regularly leveraging excellent judgement and discretion.
• Strong time management and organizational skills, with the ability to handle multiple concurrent tasks and meet deadlines.
• Excellent verbal and written communications skills.
• Strong proficiency with platforms like Outlook, Microsoft Teams, and Zoom for collaboration and communication.
• Ability to communicate professionally and appropriately with a wide range of individuals.
• Experience drafting and proofreading professional emails, memos, and reports with proper grammar and formatting.
• Strategic thinking and proactive problem solving.
• Relationship management and cross-functional collaboration.
• Strong attention to detail and follow-through.
• Strong project coordination and execution skills.
• High, demonstrable competency with office software and the proven ability to learn and leverage new technology quickly.
• Fluency in Microsoft Office Suite (Outlook, Excel, and Word).
• Understanding of workflow automation tools and familiarity/experience with AI (Microsoft Co-Pilot a plus).
• Innate ability to navigate digital platforms with confidence.
• Current tools that we regularly leverage include: Blackbaud, BoardSpot, Canva, Copilot, OneCause, Google Workspace, MS 0365, QuickBooks, and Square.
• Adaptability in a fast-paced and evolving environment.

Physical Demands

• Prolonged periods of sitting at a desk and using a computer.
• Frequent typing.
• Occasional lifting of up to 20-25 pounds.
• Standing, walking, bending, or reaching to access files or supplies.
• Moving around the office to distribute materials, organize spaces, or assist in setting up for meetings or events.
• Clear verbal communication and visual focus for extended periods.
• Light travel required, must be able to operate a vehicle and be insurable under RMHC’s policy.

Compensation

The salary range for this position is $22-$27 per hour and is in line with our regional salary bands for this role. This position earns overtime and holiday pay at the rate of 1.5 times the regular rate of pay for hours worked. Benefits for this position represent an additional 20% value to the overall compensation package. Benefits include: Excellent health care coverage (including medical, mental, vision, and dental) for individuals, partners, and families including FSA and DCA options. 10% Retirement Plan, Paid Time Off, and Holidays.