Executive Assistant

Job Description

Job Description

The Executive Administrative Assistant ensures the smooth and efficient operation of the Executive Director’s office while providing high-level administrative support to the senior leadership and Development team. This person is the main point of contact for the Board of Directors, handles confidential information with care, and helps make sure executive priorities and agency-wide activities stay on track.

The role calls for good judgment, professionalism, flexibility, and the ability to juggle a lot in a fast-moving environment. Roughly speaking, the work breaks down as reflected below, though priorities may shift with the calendar and events.

KEY RESPONSIBILITIES

Executive Support (60%)

• Executive Assistant
  • Keep the Executive Director's calendar and daily administrative needs organized, including drafting correspondence, fielding questions, and keeping files and data systems in order. 
  • Appropriately prioritize calendar requests to support highest and best use of ED and senior leaders’ time.
  • Prepare reports, presentations, meeting minutes, briefings, and other materials for the Executive Director and leadership team.
  • Keep special projects for the Executive Director moving forward in a timely manner.

• Board Relations
  • Serve as the primary point of coordination between the Executive Director and the Board.
  • Prepare and distribute Board and committee agendas, meeting notices, and materials.
  • Handle meeting logistics, take and finalize minutes, and maintain official Board records, including bylaws, policies, rosters, and terms of service.
  • Maintain the annual Board and committee meeting calendar.

• Senior Leadership Team Support
  • Coordinate senior leadership team meetings, including scheduling, agendas, materials, and minutes.
  • Track decisions, action items, and deadlines coming out of leadership meetings, and follow up until they are closed out.
  • Maintain a master calendar of leadership meetings, reporting deadlines, and agency-wide events.
  • Assemble and format materials for planning sessions, including strategic plan documents and KPI tracking reports.
  • Provide scheduling and correspondence support to members of the senior leadership team on cross-departmental priorities.
  • Coordinate logistics for leadership retreats and planning sessions.

• Meeting & Office Coordination
  • Set up and break down agency meetings, order meals, and prepare nametags, packets, and meeting materials.
  • Coordinate logistics for all-staff meetings and agency recognition events.
  • Maintain office supplies and coordinate with vendors as needed.
  • Keep communication professional and build strong working relationships with staff, Board members, donors, and community partners.

Development Support (40%)

• Log donations in the donor database accurately and on time and prepare gift entry documentation for Finance review.
• Prepare and send timely, accurate acknowledgments and recognition to donors and grant funders.
• Keep donor and constituent records current in DonorDock and pull donor reports as requested.
• Provide administrative support for appeals, mailings, and donor communications.
• Assist with logistics and materials for fundraising events and donor meetings.
• Track grant reporting deadlines and assemble supporting documentation for submissions.
• Track In-Kind donations for the organization in conjunction with the Finance and Program Teams. 

REQUIREMENTS FOR ROLE

Technology & Systems

• Work proficiently in Microsoft Office Suite, DonorDock (Donor Database), and the agency's approved AI tools.
• Learn new systems as they are adopted and help colleagues navigate shared platforms and files.

Professionalism & Confidentiality

• Handle all information with discretion and confidentiality, including personnel and Board matters discussed at the leadership level, donor information, NPI, and PHI.
• Exercise sound judgment about what to escalate, what to handle independently, and what to keep in confidence.
• Pursue ongoing professional growth through workshops, publications, and other opportunities.

Other

• Receive direction and feedback constructively and apply it.
• Take on other duties as needed to support leadership and Growing Futures' mission.

 

Education and Experience

• High school diploma or equivalent required; Associate’s Degree preferred.
• Minimum of 3-5 years of progressively responsible administrative or office experience.
• Experience supporting senior leadership or a Board of Directors strongly preferred.
• Experience with donor databases preferred.
• Nonprofit experience is a plus. Equivalent combinations of education and experience will be considered.

Physical Demands

• 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • An initial physical exam and TB test are required as a condition of employment and must be updated every five (5) years, unless exposure to TB.
  • Manual dexterity sufficient to operate a computer and office equipment, including, but not limited to the telephone, fax machine, copier, and computer.
  • Must be able to remain in a stationary position for two or more hours; and also move about inside office and between Growing Futures locations. 
  • Frequent local travel for presentations and donation coordination. Valid driver’s license and reliable transportation required.
  • Frequently moves and positions equipment up to 50 lbs.

ENVIRONMENTAL CONDITIONS:

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Growing Futures Early Education is an Equal Opportunity Employer