Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to support senior leaders within a mission-driven non-profit organization. This contract-to-permanent opportunity is ideal for a highly organized individual who can balance executive support, departmental coordination, and confidential communications in a fast-moving environment. The role requires strong judgment, excellent communication skills, and the ability to keep priorities on track while managing multiple administrative activities. This hybrid position also offers the chance to contribute to the daily effectiveness of the Strategic Initiatives department.

Responsibilities:
• Oversee complex executive calendars in Microsoft Outlook, ensuring meetings, appointments, and travel plans are scheduled accurately and efficiently.
• Coordinate business travel, lodging, transportation, and meeting logistics to support seamless executive and departmental operations.
• Manage incoming calls and inquiries by screening communications, relaying messages, and directing requests to the appropriate team members.
• Prepare and refine written correspondence, track follow-up actions, and help maintain timely communication on behalf of leadership.
• Produce accurate expense reports and maintain organized records related to executive and departmental spending.
• Support the day-to-day operations of the Strategic Initiatives team by anticipating needs, handling administrative tasks, and keeping workflows organized.
• Administer contract-related coordination for the Equitable Justice division, helping move agreements through the appropriate process.
• Organize departmental events and meetings, document key discussion points, and monitor outstanding action items after each session.• Bachelor’s degree in business administration or a related field, or an equivalent combination of education and relevant experience.
• At least 3 years of experience providing administrative or project support, including work with senior executives in a high-volume setting.
• Demonstrated ability to support multiple leaders or supervisors while managing shifting priorities effectively.
• Strong proficiency with Microsoft Outlook, Excel, PowerPoint, and Word, along with experience using Teams and Zoom.
• Excellent written and verbal communication skills with strong attention to detail, organization, and time management.
• Strong discretion and sound judgment when handling sensitive or confidential information.
• Ability to work successfully in a fast-paced hybrid environment, manage several tasks at once, and travel up to 10% to 15% as needed.
• Background in finance, accounting, or bookkeeping is preferred, and the role requires the ability to sit for extended periods and lift up to 15 pounds when necessary.