Administrative Assistant to the Executive Team

Position Summary:

The Administrative Assistant to the Executive Team plays a key role in supporting the Executive Director and Philanthropy Director in the day-to-day operations, communications, and strategic initiatives of the agency. This position ensures smooth coordination across departments, efficient workflow, and effective communication between leadership, staff, board members, and community partners. The role requires a highly organized, detail-oriented professional who can manage multiple priorities, maintain confidentiality, and represent the organization with professionalism and warmth.

Role and Responsibilities:

This person’s job responsibilities include, but are not limited to, the following:

 Executive Support

• Provide direct administrative assistance to the Executive Director in fulfillment of agency tasks.
• Prepare meeting agendas, take minutes, and track follow-up actions for executive and leadership meetings.
• Manage the flow of information to and from the Executive Director, ensuring timely responses and clear communication with staff, board members, and external partners.
• Assist with preparation and formatting of presentations, reports, and talking points for board and community meetings.
• Support special projects, research, and initiatives led by the Executive Director.
• Maintain confidentiality of sensitive personnel, financial, and organizational information.
• Coordinate logistics for leadership team retreats, board meetings, and agency events.
• Serve as liaison with other administrative staff to ensure alignment and consistency across departments.

 Philanthropy Support

• Update Capital Campaign marketing materials as naming opportunities are taken (handouts and digital).
• Assist with signage tracking, production, and installation.
• Complete Major Gift Forms and assist with writing and execution of Gift Agreements.
• Track inventory of donor benefit items and ensure timely fulfillment.
• Assist with the End-of-Year Foundation Appeal: organize mailing list of 300, oversee printing, stuffing, sealing, and posting of mailings.
• Maintain donor database, run reports, and assist with donor research and acknowledgments.
• Provide administrative support for fundraising campaigns and special events.

• Support the Planned Giving Council by:

• Researching and contracting venues for 3+ events per year.
• Coordinating with Marketing for graphics, emails, and event collateral.
• Maintaining Planned Giving Council contact lists.
• Creating meeting agendas and recording meeting minutes.

 General Office Support

• Serve as backup to the front desk at the Village.
• Support office systems such as supply management, filing, and document organization.
• Other duties as assigned.

Competencies:

• Organizational Skills: Ability to manage multiple projects and deadlines simultaneously.
• Communication Skills: Clear and professional written and verbal communication.
• Problem Solving: Resourceful and proactive in identifying and resolving issues.
• Time Management: Prioritizes effectively and manages workload independently.
• Discretion: Handles confidential information with integrity and professionalism.

Physical requirements:                                                                                                

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Qualifications and Education Requirements:

• Minimum High School diploma: associate or bachelor’s degree preferred.
• Minimum of 3 years of administrative or executive assistant experience.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
• Comfortable learning and using donor database software and cloud-based systems.
• Strong attention to detail, accuracy, and ability to work independently.
• Excellent professional appearance and demeanor.
• Clear, professional speaking voice and writing ability.
• Ability to remain calm and flexible in a fast-paced environment.

EOE