Executive Assistant

Executive Assistant

At Joya Child & Family Development you will be working alongside inspiring, passionate, and supportive team members. The ideal candidate will display and promote the shared values of Compassion, Hope, Inclusion, Learning and Dedication with fellow employees, community partners, children, and families as well as being detail-oriented, proactive, highly organized, and passionate about serving children and families.

The Executive Assistant (EA) provides high-level administrative and strategic support to the Executive Director (ED) at Joya Child & Family Development. This role is critical in advancing Joya's mission by ensuring the Executive Director operates efficiently and effectively. The EA serves as a trusted partner, managing complex schedules, coordinating communications, and supporting board relations, and organizational initiatives.

Key Responsibilities:

• Manage the Executive Director's calendar, including scheduling meetings, prioritizing commitments, and coordinating logistics
• Email and inbox management: screening, prioritizing, drafting responses, flagging urgent items, and managing follow-up on behalf of the Executive Director.
• Prioritize and manage access to the Executive Director, balancing timely responsiveness with the need to protect time for high-priority work and maintain an open-door culture.
• Provide communications support including preparing talking points, briefing notes, newsletters/messages, presentations, or reports for internal and external audiences.
• Meeting management including confirming attendees, preparing agendas in partnership with the ED, capturing decisions, tracking next steps, and ensuring follow-through after meetings.
• Handle confidential information with professionalism and discretion
• Track action items and ensure timely follow-up

Board & Governance Support

• Coordinate Board of Directors meetings, including scheduling, agenda development, and materials preparation
• Track board compliance and governance logistics: maintaining board rosters, terms, bylaws/policies, conflict-of-interest forms, annual board calendar, and governance records.
• Event support: coordinating logistics for board retreats, leadership meetings, donor/community events, or organizational gatherings.
• Support Board committees and foster communication between board members and leadership.

Operations & Administrative Support

• Provide donor, funder, and community relations support: assisting with communications, scheduling, briefings, acknowledgements, or materials for key external relationships.
• Assist with cross-departmental coordination and special projects
• Help streamline administrative systems and improve workflow efficiency
• Manage travel arrangements, expense reports, credit card reports, and office logistics for the Executive Director
• Maintain executive files, contracts, organizational documents, policies, and confidential records in alignment with retention practices.
• Support internal communications and staff engagement initiatives.

Qualifications:

Required

• 35+ years of experience supporting senior leadership (nonprofit experience preferred)
• Exceptional organizational, time management, and multitasking skills
• Strong written and verbal communication abilities
• High level of discretion and professionalism
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, & SharePoint) and virtual collaboration tools such as Teams & Zoom
• Ability to anticipate needs and solve problems independently

Preferred

• Experience working with a nonprofit board of directors
• Knowledge of early childhood programs or human services

Working Conditions:

• May require occasional evening or early morning hours for board meetings or events
• Ability to lift or carry up to 25 pounds regularly.
• Indoors, sedentary up to 7 hours/day sitting or standing and up to 4 hours/day keyboarding.
• Ability to bend, twist, stoop on a regular basis.
• Requires FBI and DSHS background checks and fingerprinting.

Equal Opportunity Policy:

At Joya, we want every child and family to feel welcome, supported, and able to access the care they need. We provide services that are respectful of and responsive to each family's background, preferences, and strengths.

We follow all federal nondiscrimination laws and use clear, skills-based, and objective practices in our hiring, services, and partnerships. Regular review of our processes helps ensure decisions are fair and free from bias.

Guided by our values, we work to reduce barriers, support full participation, and reflect the communities we serve. Our goal is to be a responsible employer, a trusted collaborator, and a place where all are cared for.