Executive Assistant

Job Description

Job Description

WOMEN'S SHELTER INC. JOB DESCRIPTION

Executive Assistant (Part-Time, 20-25 Hours Per Week)

Reports to: Executive Director
Date: June 2026

JOB SUMMARY:

Performs a variety of administrative, organizational, and project coordination functions in support of the Executive Director and the overall operations of Women's Shelter and Support Center (WSSC). This position assists with scheduling, correspondence, board and committee support, meeting coordination, record keeping, donor and community relations support, and special projects. The Executive Assistant serves as a key point of contact and helps ensure efficient and professional day-to-day operations.

ESSENTIAL FUNCTIONS:

1.      Provides administrative support to the Executive Director/Director Team/Admin.

2.      Maintains Executive Director's calendar, schedules meetings, and coordinates appointments.

3.      Assists with preparation of correspondence, reports, presentations, and other organizational documents.

4.      Coordinates meeting logistics, including scheduling, room reservations, agendas, and meeting materials.

5.      Records and distributes meeting minutes as assigned.

6.      Assists with maintaining organizational records, files, and confidential documents.

7.      Serves as a professional point of contact for board members, donors, community partners, vendors, and the public.

8.      Assists with coordination of board and committee meetings, including distribution of meeting materials.

9.      Supports fundraising, capital campaign, donor stewardship, and community engagement activities as assigned.

10.  Assists with special projects, events, and organizational initiatives.

11.  Maintains confidentiality regarding all agency, employee, board, donor, and client information.

12.  Performs related duties as assigned.

BOARD AND EXECUTIVE SUPPORT:

1.      Assists with preparation and distribution of Board of Directors and committee meeting materials.

2.      Coordinates meeting schedules and maintains board-related records.

3.      Assists with tracking board terms, committee assignments, and governance documents.

4.      Supports Executive Committee and Board communications as assigned.

ADMINISTRATIVE SUPPORT:

1.      Maintains organized filing systems for electronic and physical records.

2.      Assists with document management, data entry, and record retention.

3.      Orders office supplies and assists with administrative purchasing as assigned.

4.      Coordinates travel arrangements, registrations, and logistics for meetings, conferences, and trainings as requested.

ADDITIONAL RESPONSIBILITIES:

1.      May be required to work additional hours during periods of increased organizational activity or operational demand.

2.      May be required to attend occasional evening meetings or organizational events.

3.      May be required to use a personal vehicle for work-related purposes.

4.      Assists with special projects and other duties as assigned by the Executive Director/Director Team/Admin.

JOB QUALIFICATIONS:

1.      Excellent organizational and time management skills.

2.      Strong written and verbal communication skills.

3.      Ability to maintain confidentiality and exercise sound judgment.

4.      Ability to work independently with minimal supervision.

5.      Ability to manage multiple priorities and meet deadlines.

6.      Ability to represent Women's Shelter and Support Center professionally and positively.

7.      Ability to work effectively with individuals from diverse cultural, social, and economic backgrounds.

8.      Ability to establish and maintain positive working relationships with staff, board members, volunteers, donors, and community partners.

9.      Strong attention to detail and accuracy.

10.  Ability to function effectively in a fast-paced environment.

11.  Ability to work as a team member.

JOB REQUIREMENTS:

1.      Associate's degree or equivalent combination of education and administrative experience preferred.

2.      Minimum of two years of administrative support experience preferred.

3.      Proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.

4.      Experience with database, donor management, or CRM software preferred.

5.      Must be 18 years of age or older.

6.      Must possess reliable transportation, a valid Minnesota driver's license, and proof of insurance.

7.      Ability to maintain strict confidentiality.

8.      Ability to sit, stand, walk, bend, reach, and lift up to 25 pounds as needed.

9.      Able to be flexible in responding to organizational needs.