Executive Assistant

Executive Assistant

Position: Executive Assistant (supporting CEO and COO)

Reports To: Chief Executive Officer

FLSA Status: Non-Exempt

Employment Status: Full-Time 40 hours per week

Location: Nourish Administrative Offices, non-remote

Compensation & Benefits

Hiring Range: $75,000–$85,000 DOE

Nourish offers a competitive benefits package, including:

• 100% employer-paid employee medical insurance
• 3% employer SIMPLE IRA retirement match
• Generous Paid Time Off 120 hours per year front-loaded available after 90 days.
• Paid sick leave.
• Paid holidays.
• Professional development opportunities.
• A collaborative, mission-driven workplace dedicated to strengthening our community.

Join Our Leadership Team

Behind every effective executive team is someone who quietly ensures the right things happen at the right time.

At Nourish, the Executive Assistant is much more than an administrative professional. This trusted partner helps keep our Executive Office running smoothly, protects executive time, coordinates critical projects, supports our Board of Directors, and helps ensure our leadership remains focused on serving thousands of neighbors throughout Pierce County.

If you are highly organized, thrive on solving problems, enjoy bringing order to complexity, and find fulfillment in helping others succeed, we'd love to meet you.

About Nourish

Nourish is one of the largest hunger relief organizations in Pierce County, operating a network of food banks, mobile food distributions, and community partnerships that provide nutritious food and support services with compassion, dignity, and respect.

Every day, our team works to ensure our neighbors have access not only to healthy food, but also to hope, dignity, and community. We believe everyone deserves to be welcomed with respect, and every employee plays an important role in fulfilling that mission.

Position Summary

The Executive Assistant serves as a trusted partner to the Chief Executive Officer (CEO) and Chief Operating Officer (COO), providing high-level administrative, operational, and organizational support that enables executive leadership to focus on advancing Nourish's mission and strategic priorities.

This is far more than a traditional administrative position. The successful candidate will become the organizational hub of the Executive Office—anticipating needs, coordinating priorities, maintaining executive systems, and ensuring projects, communications, and Board responsibilities remain on track.

The position requires exceptional professionalism, discretion, initiative, organizational skills, emotional intelligence, and the ability to manage multiple priorities while maintaining strict confidentiality.

The Executive Assistant will routinely handle sensitive information involving personnel matters, Board governance, legal matters, financial information, donor relations, strategic initiatives, and organizational operations.

The ideal candidate finds genuine satisfaction in helping others succeed. By anticipating needs, solving problems before they arise, and bringing order to complexity, this individual becomes an indispensable partner to the CEO and COO—allowing executive leadership to remain focused on serving our neighbors, supporting our staff, and advancing Nourish's mission throughout Pierce County.

Essential Duties & Responsibilities

Executive Leadership Support

• Provide comprehensive executive support to the CEO and COO.
• Manage complex executive calendars, appointments, scheduling priorities, travel, and meeting logistics.
• Screen, prioritize, and manage executive email correspondence.
• Draft, edit, proofread, and distribute professional correspondence, reports, presentations, speeches, and executive communications.
• Prepare agendas, meeting materials, briefing documents, and presentations.
• Coordinate executive travel arrangements and itineraries.
• Maintain executive filing systems and confidential records.
• Serve as the primary gatekeeper for executive calendars and priorities, ensuring executive time remains focused on the organization's highest-value work.

Executive Operations & Project Coordination

• Maintain an Executive Office dashboard of strategic priorities, deadlines, Board action items, organizational initiatives, and recurring executive responsibilities.
• Track assignments delegated by the CEO and COO and provide timely reminders and follow-up to staff.
• Coordinate information gathering for reports, strategic planning, presentations, and special projects.
• Assist with policy revisions, document control, and maintaining official organizational records.
• Coordinate review, routing, signatures, and filing of contracts, agreements, and executive documents.
• Administer and support executive productivity systems including Microsoft Outlook, Teams, SharePoint, Asana, Board portals, and other organizational software.
• Develop and improve administrative processes and systems that increase organizational efficiency.
• Exercise sound judgment in determining priorities and elevating matters requiring executive attention.
• Maintain annual executive calendars for Board meetings, committee meetings, compliance requirements, strategic planning milestones, annual evaluations, community events, and recurring organizational deadlines.
• Help preserve the institutional knowledge of the Executive Office by maintaining critical records, timelines, and organizational history.

Board of Directors Support

• Coordinate all Board and committee meeting logistics.
• Prepare Board packets and supporting documentation.
• Assist with agenda development.
• Record or coordinate meeting minutes as assigned.
• Track Board action items and ensure timely follow-up.
• Maintain Board records and governance documents.
• Assist with Board orientation materials and annual governance calendars.
• Coordinate electronic distribution of Board materials.

Communication & Relationship Management

• Serve as a professional liaison between executive leadership, Board members, staff, volunteers, donors, government agencies, vendors, elected officials, and community partners.
• Represent the Executive Office with professionalism, diplomacy, and exceptional customer service.
• Respond to inquiries with tact, discretion, and sound judgment.
• Coordinate executive correspondence and communications while maintaining confidentiality.

Financial & Administrative Coordination

• Coordinate executive credit card reconciliation by collecting receipts, organizing supporting documentation, and ensuring timely submission to the Finance Department.
• Assist with travel arrangements, reimbursements, and expense reports.
• Coordinate purchasing requests and vendor documentation.
• Maintain confidential financial records and documentation.
• Work collaboratively with Accounting to ensure executive expenditures are properly documented and submitted on schedule.

Administrative Coordination

• Prepare reports, spreadsheets, presentations, and meeting materials using Microsoft Office Suite.
• Coordinate meeting rooms, technology, catering, and event logistics.
• Maintain executive office files, supplies, and records.
• Assist with organizational events and executive functions.
• Perform additional duties and special projects as assigned.

Qualifications

Required

• Associate's degree or equivalent professional experience preferred.
• Minimum five (5) years of progressively responsible executive administrative support experience.
• Experience supporting senior executives or executive leadership teams.
• Advanced proficiency in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Excellent written, verbal, and interpersonal communication skills.
• Exceptional organizational and project management abilities.
• Strong proofreading and document preparation skills.
• Demonstrated ability to manage multiple priorities while meeting deadlines.
• Ability to work independently with minimal supervision.
• Demonstrated ability to maintain strict confidentiality.
• Excellent judgment, professionalism, and discretion.
• This position requires regular travel between Nourish facilities and community locations. The successful candidate must possess and maintain a valid driver's license, maintain an acceptable driving record, and have reliable transportation sufficient to perform the essential functions of the position.

Preferred

• Bachelor's degree.
• Experience supporting a nonprofit CEO, Executive Director, or C-suite leadership.
• Experience working with Boards of Directors.
• Experience preparing Board packets and governance documents.
• Experience with Asana or other project management software.
• Experience coordinating strategic planning