Executive Assistant

Job Title: Executive Assistant

Department: Executive

Reports To: Chief Executive Officer (CEO)

Reporting to this Position: N/A

Location: Office

Employment Type: Full-Time

Classification: Salary/Exempt

Salary: $62,500 - $72,500

ABOUT TILLY’S LIFE CENTER (TLC)

Tilly's Life Center (TLC) is a transformative nonprofit at the forefront of addressing the urgent mental health crisis faced by today's young people. Through strategic partnerships with educational institutions and community-based organizations, TLC offers its "I Am Me" curriculum, equipping adolescents and young adults with critical life skills to develop a healthy identity and positive mindset, manage emotions, achieve personal and academic goals, foster strong relationships, and make responsible decisions—ultimately setting them on a path toward lasting success and overall well-being. With an annual budget of $2.7 million, TLC continues to expand its reach and deepen its impact through these strategic collaborations.

POSITION SUMMARY

The Executive Assistant provides primary administrative support to the CEO. As a secondary responsibility, this position supports TLC’s operations through accounts payable, accounts receivable, and banking administration; human resources administration; and selected office duties. When those responsibilities allow, the position provides development data and administrative support. The role calls for sound judgment, accuracy, discretion, and the ability to manage shifting priorities.

PRIMARY RESPONSIBILITES

Executive Support to the CEO

• Manage the CEO’s calendar, scheduling, meeting preparation, travel arrangements, correspondence, and follow up on assigned priorities.
• Draft, edit, and organize CEO communications, reports, presentations, and confidential records.
• Coordinate Board of Directors and committee meeting logistics, including agendas, materials, minutes when assigned, and action item tracking.
• Serve as a responsive liaison between the CEO and staff, Board members, partners, and other stakeholders; keep organizational deadlines visible to the CEO.
• Track cross-department projects and initiatives at the CEO’s direction, follow up with responsible staff, and report progress and outstanding decisions to the CEO.

Operations Support

Accounts Payable, Receivable and Banking

• Receive and organize invoices, verify supporting documentation, code expenses according to TLC procedures, and route payments and reimbursements for approval.
• Prepare approved invoices, record incoming payments, monitor receivables, and follow up on outstanding balances in coordination with the fractional CFO.
• Prepare deposits and maintain banking and transaction records; coordinate routine bank inquiries and provide documentation for reconciliations and month-end close.
• Track due dates and maintain accurate, confidential records for vendors, customers, payments, deposits, and restricted transactions as applicable.Follow TLC’s financial controls and approval limits; the position does not approve its own transactions or independently authorize payments.

Human Resources Administration

• Coordinate job postings, candidate scheduling and communications, onboarding and offboarding checklists, and required personnel paperwork.
• Maintain confidential employee files and track evaluation dates, policy acknowledgments, training records, and other recurring HR deadlines.
• Support the CEO and fractional CFO with employee benefits administration, including enrollment materials, employee communications, records, and coordination with benefits providers.
• Assist with time off, payroll documentation, and leave paperwork as directed; route employment decisions and policy interpretations to the CEO or designated advisor.
• Help communicate HR policies and procedures, track acknowledgments, and flag questions or possible gaps for the CEO; support staff communications and employee engagement activities as assigned.

Office Support

• Share opening and closing duties with designated staff, following building access, alarm, visitor, and security procedures.
• Assist with office supplies, shared spaces, deliveries, and visitor needs as assigned; coordinate with the Inventory Manager, who handles routine building matters and mail.
• Provide logistical support for staff meetings, trainings, and all-staff communications; maintain organized shared files and office records.
• Report safety, security, or facility concerns to the Inventory Manager and CEO promptly; refer lease matters and major building issues to the CEO.

SECONDARY RESPONSIBILITIES

Development Support

When CEO, finance, HR, and office responsibilities permit:

• Enter and update donor and gift information in the development database using established procedures.
• Assist the Director of Development with donor acknowledgments, lists, event records, and other administrative tasks when assigned and scheduled.
• Coordinate gift records with the Development team and fractional CFO to support accurate financial and donor reporting.

Qualifications

• Three to five years of executive assistant, office management, or comparable administrative experience; experience with accounting or invoicing processes strongly preferred.
• Associate or bachelor’s degree in a related field preferred; substantial relevant experience may be considered in place of a degree.
• Strong calendar management, written communication, organization, spreadsheet, and follow through skills; proficiency with Microsoft Office and Google Workspace.
• Accuracy and discretion with financial, personnel, board, and donor information; ability to balance competing deadlines and ask for direction when priorities conflict.
• Experience with nonprofit donor databases, accounting software, HR records, and board coordination is preferred.

WORK ENVIRONMENT AND BENEFITS

• This is an on-site position on TLC’s 9/80 schedule.
• TLC offers health, dental, vision, and life insurance; retirement benefits; paid holidays and winter break; vacation and sick time, and other benefits under current plan terms.

OTHER REQUIREMENTS

• Valid driver’s license and reliable transportation for occasional work-related travel and off-site events.
• Ability to lift up to 40 pounds and to stand, kneel, or sit for periods of time in connection with office and event duties.
• Ability to work occasional evenings or weekends as needed for events and meetings.