Temp EA

Full-time, non-exempt, reporting to the Chief Executive Officer

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.

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!

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. 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

Anticipate needs, identify challenges proactively, and ensure seamless day-to-day operations for CEO and LT

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

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

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

Support strategic initiatives and cross-functional projects as directed by the CEO and LT

Lead and support special projects that advance organizational priorities and mission-driven goals

The Executive Assistant supports the Leadership Team through the effective management of meeting logistics, execution, recording minutes, and facilitating follow-through. Our meetings can be held in-person on and offsite, online, or hybrid, and some may require travel coordination. Identify and arrange meeting logistics, including but not limited to format, location, refreshments and catering, supplies and materials, travel, and technology.

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. 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.

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.

Prepare and distribute documents such as reports, newsletters, and bulletins. This may include drafting emails or presentations, summarizing source information (e.g., 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.

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)

Exposure to capital campaigns, fundraising operations, construction projects, or project management strongly preferred

Strong proficiency with platforms like Outlook, Microsoft Teams, and Zoom for collaboration and communication.

Experience drafting and proofreading professional emails, memos, and reports with proper grammar and formatting.

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).

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. Blackbaud, BoardSpot, Canva, Copilot, OneCause, Google Workspace, MS 0365, QuickBooks, and Square.

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.

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. Excellent health care coverage (including medical, mental, vision, and dental) for individuals, partners, and families including FSA and DCA options. 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.
• 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.

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