Executive Assistant

JOB SUMMARY:The Executive Assistant plays a critical role in advancing Bastion's mission to serve veterans and their families. Serving as the operational backbone of the Executive Director's office, this position ensures seamless day-to-day functioning across administrative, financial, and facilities functions. The ideal candidate brings a proactive mindset, exceptional organizational instincts, and a genuine commitment to the veteran community. This role offers the opportunity to make a meaningful impact in a dynamic, mission-driven environment.Essential Functions & ResponsibilitiesAdministrative & Communication Support Serve as the primary point of administrative coordination for the Executive Director,anticipating needs and resolving logistical issues before they escalate. Manage complex calendars, schedule internal and external meetings, and prepareagendas, briefing materials, and follow-up action items. Maintain and continuously improve organizational systems, including digital andphysical filing, shared calendars, sign-in sheets, and document management platforms(Dropbox, G Suite). Draft, proofread, and distribute internal and external correspondence on behalf ofleadership with a high degree of professionalism and accuracy. Coordinate logistics for board meetings, staff meetings, and organizational events,including venue setup, materials preparation, and minute-taking as needed. Serve as a welcoming and professional first point of contact for visitors, partners,and stakeholders, reflecting Bastion's values in every interaction.Facilities & Supplies Management Oversee procurement, organization, and inventory of office supplies and campusequipment, ensuring availability without overspending. Coordinate property maintenance, including lawn care scheduling, vendormanagement, and contractor oversight, in alignment with organizational priorities. Monitor and maintain orderly storage areas across campus in partnership with theResidential Community Coordinator. Serve as the primary liaison for vendor and service provider relationships, obtainingcompetitive quotes and tracking service agreements. Identify opportunities to improve campus operations and proactively bring solutionsto leadership.Financial & Operational Support Assist with financial processing tasks, including accurately logging, coding, anddepositing checks in accordance with internal controls. Track and reconcile staff timesheets, flagging discrepancies and supporting payrollpreparation as directed. Support grant reporting and program documentation efforts by compiling data andpreparing reports as requested by leadership. Assist with onboarding logistics for new staff, volunteers, and program participants.Education, Experience & QualificationsRequired Minimum 2 years of experience in administrative support, executive assistance, oroperations, preferably in a nonprofit or mission-driven setting. Demonstrated ability to manage competing priorities, meet deadlines, and maintainmeticulous attention to detail in a fast-paced environment. Proficiency with Microsoft Office Suite, Google Workspace (G Suite), Salesforce,and Dropbox. Excellent written and verbal communication skills, with the ability to communicateprofessionally across diverse audiences. Strong interpersonal skills with a collaborative, service-oriented approach toteamwork. High level of discretion and integrity when handling sensitive or confidentialinformation.Preferred Experience working with or supporting veterans, military families, or human servicesprograms. Familiarity with nonprofit financial processes, including check processing, expensereporting, or grant administration. Demonstrated ability to build and maintain vendor and community partnerrelationships.Organizational Alignment Deep commitment to Bastion's mission of supporting veterans and their familiesthrough community, culture, and purpose. Ability to thrive in an evolving, collaborative nonprofit environment and embracechange with a positive attitude. Demonstrated professionalism, reliability, and a strong customer-service orientationin all interactions.
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