Non-Profit Executive Assistant (Atrium Exclusive)

The Executive Assistant provides high-level administrative and operational support to the Executive Director and senior leadership team. This role is responsible for managing schedules, coordinating communications, supporting board relations, and ensuring efficient day-to-day operations within a mission-driven nonprofit environment.

The ideal candidate is highly organized, detail-oriented, proactive, and able to handle confidential information with professionalism and discretion, and may have experience with Canva.

Key Responsibilities

Executive Support

• Manage complex calendars, appointments, and meeting schedules for executive leadership.
• Coordinate travel arrangements, itineraries, and expense reporting.
• Prepare correspondence, presentations, reports, and other executive materials.
• Screen and prioritize incoming communications and respond on behalf of leadership when appropriate.
• Maintain confidential files and sensitive organizational information.

Board & Committee Support

• Coordinate board and committee meetings, including scheduling, logistics, and materials preparation.
• Prepare agendas, meeting packets, and minutes.
• Assist with board communications and follow-up on action items.
• Support onboarding and engagement of board members.

Office & Operational Coordination

• Assist with day-to-day office operations and administrative processes.
• Coordinate organizational events, staff meetings, and retreats.
• Support vendor management, office supplies, and facility coordination as needed.
• Serve as a liaison between departments, external stakeholders, donors, and community partners.

Communication & Relationship Management

• Draft and edit internal and external communications.
• Represent the organization professionally in interactions with stakeholders.
• Support donor stewardship and community engagement efforts as assigned.
• Help maintain organized records and filing systems.

Project & Administrative Support

• Track projects, deadlines, and executive priorities.
• Assist with special projects and strategic initiatives.
• Support data entry, reporting, and document management.
• Identify opportunities to improve administrative systems and efficiencies.

Qualifications

• Bachelors degree or equivalent experience preferred.
• 35+ years of executive administrative support experience, preferably in a nonprofit environment.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and virtual meeting platforms.
• Ability to manage multiple priorities with attention to detail.
• High level of discretion, professionalism, and judgment.

Preferred Attributes

• Experience supporting nonprofit executives or boards of directors.
• Ability to work independently and anticipate organizational needs.
• Strong interpersonal skills and collaborative mindset.
• Commitment to the mission and values of the organization.
• Flexible and adaptable in a fast-paced environment.

Reporting Structure

• Reports to: Executive Director / Chief Executive Officer