Executive Assistant

The Executive Assistant plays a critical role in advancing Bastion’s mission to serve veterans and their families. Serving as the operational backbone of the Executive Director’s office, this position ensures seamless day-to-day functioning across administrative, financial, and facilities functions. The ideal candidate brings a proactive mindset, exceptional organizational instincts, and a genuine commitment to the veteran community. This role offers the opportunity to make a meaningful impact in a dynamic, mission-driven environment. Essential Functions & Responsibilities: Administrative & Communication Support Serve as the primary point of administrative coordination for the Executive Director, anticipating needs and resolving logistical issues before they escal. Manage complex calendars, schedule internal and external meetings, and prepare agendas, briefing materials, and follow-up action items. Maintain and continuously improve organizational systems, including digital and physical filing, shared calendars, sign-in sheets, and document management platforms (Dropbox, G Suite). Draft, proofread, and distribute internal and external correspondence on behalf of leadership with a high degree of professionalism and accuracy. Coordinate logistics for board meetings, staff meetings, and organizational events, including venue setup, materials preparation, and minute-taking as needed. Serve as a welcoming and professional first point of contact for visitors, partners, and stakeholders, reflecting Bastion's values in every interaction. Facilities & Supplies Management Oversee procurement, organization, and inventory of office supplies and campus equipment, ensuring availability without overspending. Coordinate property maintenance, including lawn care scheduling, vendor management, and contractor oversight, in alignment with organizational priorities. Monitor and maintain orderly storage areas across campus in partnership with the Residential Community Coordinator. Serve as the primary liaison for vendor and service provider relationships, obtaining competitive quotes and tracking service agreements. Identify opportunities to improve campus operations and proactively bring solutions to leadership. Assist with financial processing tasks, including accurately logging, coding, and depositing checks in accordance with internal controls. Track and reconcile staff timesheets, flagging discrepancies and supporting payroll preparation as directed. Support grant reporting and program documentation efforts by compiling data and preparing reports as requested by leadership. Assist with onboarding logistics for new staff, volunteers, and program participants. Education, Experience & Qualifications: Required Minimum 2 years of experience in administrative support, executive assistance, or operations, preferably in a nonprofit or mission-driven setting. Demonstrated ability to manage competing priorities, meet deadlines, and maintain meticulous attention to detail in a fast-paced environment. Proficiency with Microsoft Office Suite, Google Workspace (G Suite), Salesforce, and Dropbox. Excellent written and verbal communication skills, with the ability to communicate professionally across diverse audiences. Strong interpersonal skills with a collaborative, service-oriented approach to teamwork. High level of discretion and integrity when handling sensitive or confidential information. Preferred Experience working with or supporting veterans, military families, or human services programs. Familiarity with nonprofit financial processes, including check processing, expense reporting, or grant administration. Demonstrated ability to build and maintain vendor and community partner relationships. Organizational Alignment Deep commitment to Bastion's mission of supporting veterans and their families through community, culture, and purpose. Ability to thrive in an evolving, collaborative nonprofit environment and embrace change with a positive attitude. Demonstrated professionalism, reliability, and a strong customer-service orientation in all interactions. $55,000 - $65,000 per year #J-18808-Ljbffr