Executive Assistant

Job Title: Executive Assistant

Organization: Josephine’s Place

Position Type: Full-Time

Reports To: Executive Director

Position Summary

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our executive director. The ideal candidate will possess exceptional communication skills, impeccable attention to detail, and the ability to multitask in a fast-paced environment. As the Executive Assistant, you will play a vital role in ensuring the smooth operation of daily activities, managing schedules, coordinating meetings, and handling confidential information with discretion and professionalism.

Essential Duties & Responsibilities

Calendar Management

• Manage the Executive Director's calendar and schedule.
• Ensure efficient use of time and resources
• Coordinate meetings and travel.

Office Management

• Order office supplies.
• Manage vendor relationships.
• Coordinate maintenance requests.
• Oversee office organization.

Communications

• Screen emails and phone calls.
• Draft newsletters, emails, and social media posts.
• Coordinate community presentations.
• Maintain website updates.
• Help manage media inquiries.

Board of Directors Support

• Schedule board and committee meetings.
• Prepare board packets and agendas.
• Take meeting minutes.
• Track board member terms, attendance, and committee assignments.
• Maintain governance documents.
• Respond on behalf of directors when necessary
• Follow up on action items to ensure timely completion
• Track strategic plan progress and organizational metrics.

Fundraising & Donor Relations

• Process donations and send acknowledgment letters and gifts
• Assist with coordinating fundraising events.
• Manage sponsorship and donor communications for events.
• Maintain donor databases and sponsorship tracking.
• Prepare mailing lists and stewardship materials.

Grant Support

• Gather data for grant applications and reports.
• Organize contracts and compliance documents.
• Maintain organizational records and policies.
• Assist with annual audits and accreditation documentation.

Program and Admin Support

• Compile program statistics for reports.
• Coordinate community partner meetings.
• Assist with client intake paperwork when needed.
• Support special projects and initiatives.
• Manage filing systems both physical and digital.

Qualifications

• Education: Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Experience: Proven experience as an Executive Assistant or in a similar administrative capacity supporting C-level executives or senior leaders, preferably within a non-profit environment.

Key Skills & Competencies

• Communication & Interpersonal: Exceptional verbal and written communication skills; strong interpersonal, negotiation, and conflict-resolution capabilities.
• Organization & Time Management: Excellent attention to detail with proven ability to prioritize tasks, meet tight deadlines, and work independently.
• Problem Solving & Numeracy: Strong analytical skills; ability to calculate and work with standard units of measure, whole numbers, fractions, and percentages.
• Professional Integrity: Demonstrated ability to act with high integrity, sound judgment, professionalism, and strict confidentiality.

Physical Demands & Working Conditions

• Routine Movement: Regularly required to sit, talk, hear, and use hands/fingers to type, handle, or feel objects.
• Mobility: Frequently required to reach with hands and arms; occasionally required to stand and walk.
• Lifting: Regularly required to lift and/or move items weighing up to 25 pounds.
• Vision Requirements: Close vision, color vision, and the ability to adjust focus are required to review documents and utilize computer displays.

Pay: $40,000.00 - $45,000.00 per year

Work Location: In person