Executive Assistant

Key Areas Of Responsibility

• Manage calendars, scheduling, and administrative support for members of the Executive Leadership Team, ensuring executive time is aligned with organizational priorities.
• Facilitate executive preparation for high-impact meetings, board engagements, community partnerships, donor meetings, and other strategic interactions by developing agendas, conducting research, and preparing briefing materials and talking points.
• Cook up meeting logistics and ensure timely follow-up on action items, commitments, and key deliverables.
• Review and provide feedback, questions, and edits on executive documents, presentations, meeting materials, and written communications.

Executive Communications & Presentation Development

• Partner closely with executive leaders and the Marketing team to develop presentations, speeches, reports, talking points, and written communications.
• Draft communications on behalf of executive leaders, adapting to individual leadership styles and voices.
• Lead preparation planning sessions for executive engagements and ensure final deliverables are aligned with objectives and audience needs.
• Develop executive-ready presentations and written materials that effectively communicate organizational priorities, initiatives, and impact.

Team Coordination & Leadership Support

• Serve as a liaison between executive leaders, staff, board members, and external stakeholders, fostering effective communication and collaboration.
• Support leadership team meetings through agenda development, materials preparation, note-taking, and follow-up coordination.
• Aid executive leaders with committee management, stakeholder engagement, and cross-functional initiatives as needed.
• Act as a troubleshooter and problem solver, helping identify solutions and navigate challenges that arise across the organization.

Stakeholder & Community Engagement

• Develop and maintain positive relationships with key partners, donors, board members, community leaders, and other external stakeholders.
• Cook up executive outreach and engagement activities, ensuring timely communication and follow-up.
• Navigate complex stakeholder relationships and understand the political and organizational dynamics of various situations.
• Represent executive leadership with professionalism, responsiveness, and discretion in interactions with internal and external audiences.

Project Management & Strategic Support

• Support strategic initiatives and special projects led by members of the Executive Leadership Team.
• Track priorities, deadlines, and deliverables across multiple executives and initiatives.
• Conduct research, gather information, and prepare summaries to support executive decision-making.
• Identify opportunities to improve processes, communication, and coordination across the leadership team.
• Bring an organizational lens to problem solving, ensuring improvement opportunities and coordination efforts are in alignment with cross-functional ways of working.

Supervisory Responsibilities

None

Minimum Qualifications

• 5+ years of proven experience in an executive support role, preferably supporting senior executives or executive leadership teams within a foundation, nonprofit, or mission-driven organization.
• Exceptional written communication skills, including experience drafting correspondence, presentations, speeches, and executive communications.
• Strong project management, organizational, and problem-solving skills.
• Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong interpersonal skills and the ability to build and maintain relationships with diverse stakeholders.
• High emotional intelligence and adaptability to changing organizational needs.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency with Microsoft Office, Google Workspace, presentation software, Asana/project management software, and collaboration tools.

Working Conditions

• In office position Monday-Friday, 8:30am - 4:30pm.
• Normal office environment with little exposure to dust, noise, temperature, and the like.
• Ability to lift up to 20 pounds.
• Ongoing local travel to events within the regional area.
• Occasional extended viewing of computer monitor.

Salary

$55,000 plus competitive benefits package (final offer dependent on experience, qualifications, market conditions, and internal equity)

Benefits

• Generous paid time off including vacation, personal, sick, and holiday time.
• Medical, Dental, Vision, Life Insurance, 403b plan with company match.
• Short-Term & Long-Term Disability Insurance.
• Employee Assistance Program and access to other free health programs.
• Community volunteer opportunities.

Years of experience

3 - 5 years of experience

Salary range

$55,000 - $60,000 per year

Required languages

English