Executive Assistant

Full-time, non-exempt, reporting to the Chief Executive Officer This position is onsite, located in Lexington, Kentucky About Ronald McDonald House® Lexington Ronald McDonald House Lexington is a non-profit, 501(c)(3) organization that creates, finds, and supports programs that directly improve the health and well-being of children and their families. We understand that a family with a sick child is a sick family and that sometimes the best medicine is being together. It is this heartfelt understanding that both drives and defines us and our commitment to family-centered care. About The Role The Executive Assistant (EA) serves as the primary support and trusted right hand to the Chief Executive Officer (CEO) of Ronald McDonald House Lexington, while also providing high-level administrative and operational support to the Leadership Team (LT). This role is responsible for helping to advance priorities, communications, scheduling, and key organizational initiatives to ensure the CEO and LT operate efficiently and strategically. A primary focus of this position is supporting a transformational nonprofit capital campaign and related construction project(s). The EA will play a central role in coordinating campaign logistics, tracking project progress, managing donor and stakeholder communications, and facilitating collaboration among internal teams, board members, contractors, and community partners. The employee advances the mission of RMHCof the Bluegrass in a manner consistent with our Vision and Core Values of Positivity, Community, Innovation, Respect, Integrity, and Passion. We serve together to keep families close! About You You are a tech-forward chaos tamer who sees technology as a tool to strengthen relationships, not replace them. With a natural ability to network and adapt to diverse groups, your high emotional intelligence enables you to read the room, fostering connection and harmony. Highly organized and detail-oriented, you are a strong project manager and you thrive on creating order and planning in advance, which allows you to remain flexible and poised when circumstances require a pivot. Even-tempered and professional, you wear many hats with ease, and those who know you best would describe you as someone who “keeps calm and carries on” while managing your commitments. About The Work – Key Responsibilities Executive & Leadership Team Support Serve as a strategic partner and primary point of support to the CEO and LT Manage complex calendars, scheduling, and shifting organizational priorities with efficiency and discretion Prepare and coordinate materials for meetings, presentations, board engagements, and executive communications Draft, edit, and manage correspondence, reports, presentations, and other high-level communications Act as a liaison between the CEO, LT, board members, donors, and key external stakeholders Anticipate needs, identify challenges proactively, and ensure seamless day-to-day operations for CEO and LT Capital Campaign Support Coordinate logistics for capital campaign meetings, donor cultivation efforts, events, and stakeholder engagement activities Maintain campaign tracking systems, donor records, pledge documentation, and project timelines with accuracy and confidentiality Assist in the development and preparation of campaign materials, proposals, presentations, and impact reports Support donor stewardship efforts through timely communications, recognition initiatives, and follow-up coordination Partner closely with development and finance teams to monitor campaign progress, reporting, and key deliverables Construction Project Coordination Provide high-level administrative and operational support for construction and facilities projects connected to the capital campaign Coordinate meetings, minutes, and communications among architects, contractors, project managers, consultants, and internal stakeholders Track project timelines, deliverables, budgets, and key milestones to support successful execution and accountability Maintain organized project documentation, contracts, reports, and construction updates Help ensure clear, consistent communication and alignment across all parties involved in project planning and execution Board & Stakeholder Engagement Support the planning and execution of board, committee, and LT meetings, including agendas, materials, minutes, and follow-up action items Coordinate communications, scheduling, and materials for committees, advisory groups, and key stakeholders Build and maintain strong professional relationships with board members, donors, partners, and community leaders Strategic & Organizational Support Support strategic initiatives and cross-functional projects as directed by the CEO and LT Identify opportunities to streamline processes and improve organizational efficiency and effectiveness Handle sensitive information with the highest level of confidentiality, professionalism, and discretion Lead and support special projects that advance organizational priorities and mission-driven goals About The Work – Overarching Duties Meeting Coordination and Logistics The Executive Assistant supports the Leadership Team through the effective management of meeting logistics, execution, recording minutes, and facilitating follow-through. This role manages all the behind-the-scenes details that contribute to a seamless and positive experience for meeting participants by ensuring the physical, emotional, and technological aspects are handled with care, fostering an environment that supports collaboration, focus, and engagement. Our meetings can be held in-person on and offsite, online, or hybrid, and some may require travel coordination. We have regularly recurring board, committee, and staff team meetings along with irregular and expansion meetings that require a thorough understanding of both the availability and competing priorities and commitments of the Leadership Team. Common responsibilities include: Calendar coordination, scheduling, invitations, setting reminders and follow-ups. Agenda creation, management, and dissemination. Identify and arrange meeting logistics, including but not limited to format, location, refreshments and catering, supplies and materials, travel, and technology. Manage communications with stakeholders, ensuring that everyone has the correct and current information, especially when there are changes. Manage pre-meeting logistics, ensure the space is appropriately set up to accommodate attendees, conduct a technology check, troubleshooting as needed, receive deliveries, and anticipate any additional needs or handle last-minute requests. Attend meetings while maintaining a positive and professional demeanor to foster a productive and welcoming atmosphere. Take meeting minutes and submit them to the committee chair for approval and updates. Identify follow-up items and assigned tasks, maintain progress trackers, and create tracking mechanisms where they may not already exist to ensure projects and priorities stay on target. Proactively follow up on outstanding items and contact stakeholders to get status updates. As needed, manage travel logistics, including room reservations, vehicle rentals, flights, ground transportation, and restaurant reservations, utilizing the organization’s credit card and adhering to travel policies and budgetary considerations. Communicate travel arrangements and confirmations with relevant individuals and manage modifications and cancellations. Communications The Executive Assistant plays a key role in maintaining a smooth and organized flow of information, ensuring that the right messages reach the right people at the right time, while supporting the overall communication strategy of the organization. Their organizational and interpersonal skills help ensure both internal teams and external stakeholders stay informed and engaged, fostering better collaboration and stronger relationships. Common responsibilities include: Manage internal calendars, setting up reminders and follow-ups for important deliverables. Prepare and distribute documents such as reports, newsletters, and bulletins. This may include drafting emails or presentations, summarizing source information (e.g., RMHC Flash Facts, KNN, or MLL&K) for awareness or action items, or updating the all-staff Teams channel. Ensure that all communications with external parties are properly documented and filed for future reference and audit collateral, this could include keeping records of contracts, donor interactions, or vendor communications. Create and maintain trackers for multifaceted or ongoing projects. Essential Competencies/Experience Bachelor's degree or equivalent professional experience required Minimum 3+ years of administrative experience in a professional environment Experience supporting a CEO or senior leadership team, or executive administration adjacent experience (such as project coordinator, operation coordinator, business specialist, administrative manager, event manager, or executive coordinator) Experience in nonprofit organizations strongly preferred Exposure to capital campaigns, fundraising operations, construction projects, or project management strongly preferred Skills & Abilities Possesses high standards and professional integrity, regularly leveraging excellent judgement and discretion Strong time management and organizational skills, with the ability to handle multiple concurrent tasks and meet deadlines Excellent verbal and written communications skills Strong proficiency with platforms like Outlook, Microsoft Teams, and Zoom for collaboration and communication. Ability to communicate professionally and appropriately with a wide range of individuals. Experience drafting and proofreading professional emails, memos, and reports with proper grammar and formatting. Strategic thinking and proactive problem solving Relationship management and cross-functional collaboration Strong attention to detail and follow-through Strong project coordination and execution skills High, demonstrable competency with office software and the proven ability to learn and leverage new technology quickly. Fluency in Microsoft Office Suite (Outlook, Excel, and Word). Effective calendar and schedule management – the ability to manage complex schedules, book meetings, and organize events using tools such as Outlook, Bookings, and Calendly. Understanding of workflow automation tools and familiarity/experience with AI (Microsoft Co-Pilot a plus) Innate ability to navigate digital platforms with confidence: as technologies change, so must we. Current tools that we regularly leverage include: Blackbaud, BoardSpot, Canva, Copilot, OneCause, Google Workspace, MS 0365, QuickBooks, and Square. Adaptability in a fast-paced and evolving environment Physical Demands While performing the duties of this job, the employee must be able to perform physical tasks normally associated with working in a business environment. This role requires prolonged periods of sitting at a desk and using a computer, frequent typing, and occasional lifting of up to 20-25 pounds. The position involves standing, walking, bending, or reaching to access files or supplies and moving around the office to distribute materials, organize spaces, or assist in setting up for meetings or events. This role requires clear verbal communication and visual focus for extended periods. Light travel is required, the employee must be able to operate a vehicle and be insurable under RMHC’s policy. Compensation The salary range for this position is $22-$27 per hour and is in line with our regional salary bands for this role. This position earns overtime and holiday pay at the rate of 1.5 times the regular rate of pay for hours worked. Benefits for this position represent an additional 20% value to the overall compensation package. Benefits include Excellent health care coverage (including medical, mental, vision, and dental) for individuals, partners, and families including FSA and DCA options. 100% of the employee’s health care premium is paid for by RMHC. Fully covered long term disability, short-term disability, AD&D, and life insurance with the employee option to supplement Progressive paid time off beginning with the equivalent of 19 days (or 154 hours per year, accrued at 5.85 hours per pay period) in the first year of employment, 10 paid holidays, and 1 floating holiday. After one year of employment, employees are eligible to participate in RMHC funded retirement program, currently contributing 3% 401K Safe Harbor, and 3% Profit Sharing. $50.00/month cell phone stipend. $20.00/month wellness credit. On Demand Pay, access your earned wages before payday. Unlimited access to RMHC-U and LinkedIn Learning online development. An ongoing commitment to provide access to the tools, support, training, and opportunities that support your professional goals. #J-18808-Ljbffr