Executive Assistant

Executive Assistant
Small Magic is seeking a sharp, trustworthy operator to power up our Executive Director. The
Executive Assistant will own the ED's calendar, communications, and day-to-day operational
flow, freeing the ED to focus on the highest-leverage work of building a best-in-class early
learning ecosystem for Birmingham's youngest children.
Applications through the form (by clicking the apply button) are strongly preferred. If you
dont have access to a Google account, you may send your application materials to
View email address on click.appcast.io.
KEY DETAILS
Reports to: Executive Director
Works with: Small Magic staff, board of directors, and donors
Location: Birmingham-based; hybrid, with a meaningful in-person presence
Scope: Full time (~40 hrs/wk) or part time (~25 hrs/wk)
Compensation range: $55,000$75,000 annually, prorated for part-time configurations
WHO WE ARE
Small Magic is a Birmingham-based organization focused on one goal: ensuring children
under five are ready for kindergarten and a life of opportunity. We work alongside civic
leaders and partners to strengthen the systems that support early learning across our city,
from direct-service program delivery to broader ecosystem work.
We are entering a defining chapter. With significant new public and private investments
committed, Small Magic is scaling rapidly and the stakes are real. As the organization
grows, so does the demand on our Executive Director's time and attention. We're looking
for an exceptional Executive Assistant who can bring order to that complexity, exercise
sharp judgment about what to prioritize, and become a person the ED genuinely relies on
to make the whole executive function stronger.
HOW THIS ROLE WORKS
We're intentionally building this role to flex with the right person. The core responsibilities
are scoped at 25 hours a week and cover calendar, inbox, work management, meeting
preparation, travel, expenses, and minor personal logistics. If a candidate is interested in a
full-time configuration, we would add office management and select External Affairs
support, such as event vendor coordination and donor stewardship. We're open to either
configuration depending on candidate fit.
This is hybrid with a meaningful in-person presence: ~3 days a week in the 25-hour
configuration, more in the 40-hour. We are deeply committed to flexibility and expect to
work around things like sick days, appliance repair windows, childcare logistics, the
occasional heads-down morning at home. We also want to be clear that this is not a
remote-first arrangement with only occasional in-office days; the relational and
operational rhythm of this role depends on real in-person presence.
WHAT YOU'LL DO
The Executive Assistant is responsible for protecting and prioritizing the Executive
Director's time so the ED can lead at the level the organization needs. The person in this
role will:
Protect the EDs time and attention | You manage a fast-moving schedule across board
members, funders, civic leaders, and staff and serve as the single point of contact when
anyone, internal or external, wants the ED's time. You don't just book meetings; you make
judgment calls about what deserves the ED's attention, flag conflicts before they happen,
and protect space for focused work.
Keep the ED prepared, not scrambling | You assemble briefing materials, agendas, and
talking points ahead of every external meeting so the ED walks in ready. You track
commitments the ED has made to others and follow up so they get done.
Be the trusted first point of contact | You represent the ED's tone and judgment in
correspondence with board members, partners, and funders. People should feel well taken
care of the moment they reach out, even when it's you, not the ED, on the other end.
Run the logistics that make everything else possible | You coordinate travel, board
meetings, offsites, and events with an eye for detail and a calm head when plans change at
the last minute.
Build smarter systems as we scale | As Small Magic grows, you spot where ad hoc
processes are creaking and put lightweight systems in place for scheduling, document
management, and follow-through. You actively look for places AI and other tools can take
routine work off our plates without sacrificing care or judgment.
Support Small Magics growth | Provide support to the External Affairs function,
particularly in areas that intersect with the Executive Directors donor, board, and external
relationship work. Such as: maintaining accurate donor and partner records in the CRM,
processing donation acknowledgements, conducting donor communications accurately
and promptly, and providing logistical support for donor- and partner-facing meetings or
events, including scheduling, materials preparation, guest lists, nametags, follow-up, and
day-of coordination as needed.
If you were in the role today, you might be:
? Rebuilding the ED's weekly calendar template so deep-work time survives a busy
fundraising season
? Coordinating travel and logistics for a multi-stop funder visit to Birmingham
? Drafting a follow-up email in the ED's voice after a partner meeting
? Catching that two commitments were double-booked (and proposing a fix before
anyone notices)
? Setting up an AI workflow that handles a first pass on routine inbound, so the ED
spends her time on the messages that actually need her
WHO YOU ARE
We'll evaluate candidates for this role based on demonstrated strength in the areas below:
Judgment and prioritization | You distinguish truly urgent from merely loud. You see what
the ED will need before she names it, hold lines on her deep-work time without becoming
rigid, and stay steady when plans change at the last minute.
Attention to detail and follow-through | Details don't slip past you. You track every
commitment and deadline with near-zero slippage, close loops without being reminded,
and do what you said you'd do, flagging early when something needs to shift.
Discretion and trustworthiness | You routinely handle sensitive, confidential information
(donor, board, personnel, personal) with absolute care. People can trust you with things
they wouldn't share lightly.
Strong written communication | You write clearly and concisely. You can adapt register
and tone for board members, funders, civic leaders, staff, and external partners and you
pick up on someone else's voice quickly and draft confidently in it.
Tech curiosity and optimization instinct | You approach technology (including AI) as a
force for making work better. You may or may not arrive with deep AI experience. What
matters is that you're genuinely curious, eager to experiment, and quick to ask "is there a
smarter way to do this?"
Warmth with backbone | You take real satisfaction in making a senior leader more
effective. You represent Small Magic with kindness and hospitality at every touchpoint, and
you can hold a line, say no, or push back when the moment calls for it.
While not requirements for application, experiences that could be helpful include:
? Experience supporting a senior executive, founder, or organizational leader
? Experience working inside a fast-growing or scaling organization
? Experience supporting boards
? Experience supporting fundraising efforts
WHAT ELSE YOU SHOULD KNOW
Small Magic is committed to building a team that reflects the diversity and strength of the
community we serve. We encourage applications from people and communities most
impacted by inequity. Employment decisions are made without regard to race, gender,
sexual orientation, religion, age, disability, or any other protected characteristic.
The compensation range for this role is $55,000$75,000 annually, prorated for part-time
configurations, commensurate with demonstrated competency and prior experience.
Benefits include a highly flexible work environment, premium health insurance, retirement
matching (up to 5% after three months), paid time off (approximately 30 days), professional
development funds, and a work-issued laptop.