Special Assistant to the Executive Director

Job Description

Job Description

Benefits:

• Employee discounts
• Paid time off
• Wellness resources

Position Summary

The Special Assistant to the Executive Director provides high-level administrative, operational, and strategic support to ensure the Executive Director (ED) can effectively lead the organization. This role manages daily workflows, stakeholder communications, scheduling, project coordination, and documentation in alignment with SOWEGA Rising’s mission to mobilize people and resources to improve the quality of life for marginalized Southwest Georgians.

This position is full-time, exempt under the Fair Labor Standards Act (FLSA), and requires a high degree of professionalism, confidentiality, and independent judgment.

Key Responsibilities

Executive Administrative Support

• Manage the Executive Director’s calendar, schedule, travel arrangements, and meeting logistics.
• Ensure all meeting materials, agendas, briefing documents, and follow-up items are prepared accurately and on time.
• Prioritize and triage incoming requests to maximize the ED’s effectiveness.

Communication & Stakeholder Engagement

• Serve as a key point of contact for internal staff, board members, community partners, and external stakeholders.
• Draft, proofread, and edit correspondence, reports, announcements, and presentations on behalf of the ED.
• Maintain confidentiality and exercise discretion in handling sensitive information.

Project & Initiative Coordination

• Support planning, execution, and monitoring of strategic initiatives, programs, and organizational priorities.
• Track project timelines, deliverables, and accountabilities; coordinate cross-departmental collaboration.
• Support board-related processes when needed (scheduling, materials preparation, documentation).

Research & Analysis

• Conduct research on policies, best practices, community issues, and strategic topics to support decision-making.
• Compile findings into summaries, briefing documents, and recommendations.

Event & Meeting Coordination

• Assist with organizing meetings, workshops, community events, and outreach activities, including logistics, registration, communications, and post-event follow-up.

Documentation & Record Management

• Prepare professional reports, presentations, minutes, and organizational documents with high attention to detail.
• Maintain digital files in accordance with internal documentation standards.

Required Skills, Knowledge & Abilities

• Bachelor’s degree in Public Administration, Nonprofit Management, Business Administration, or a related field.
• 2+ years of administrative, executive support, or project coordination experience required; nonprofit experience preferred.
• Strong organizational and time-management skills; ability to manage multiple competing priorities.
• Excellent verbal and written communication skills.
• Demonstrated ability to work with diverse communities and maintain positive working relationships.
• Proficiency in Microsoft Office Suite, Google Workspace, and digital collaboration tools (e.g., Zoom, Slack, project management tools).
• Ability to maintain confidentiality and exercise sound judgment.
• Strong problem-solving abilities and resourcefulness.

Preferred Qualifications

• Experience working in rural communities and/or health equity initiatives.
• Familiarity with food systems, community health resources, and local service networks.
  Experience supporting grant-funded programming and reporting requirements.
• Experience facilitating workshops, community meetings, or coalition convenings.
• Valid driver’s license, car insurance, and reliable transportation.

Work Environment & Physical Requirements 

• This role operates primarily in a professional office environment with standard office equipment.
• Ability to remain in a stationary position (sitting or standing) for extended periods while performing computer-based work.
• Ability to lift up to 35 lbs occasionally (event materials, supplies).
• Occasional local travel for community events, meetings, or outreach activities.
• Occasional evening or weekend work may be required based on organizational needs.