Executive Administrative Assistant & Board Liaison

FAMILIES FIRST INC•Atlanta, GA

3d•$37 - $37•Hybrid

About The Position

The Executive Administrative Assistant provides high-level administrative, operational, and communication support to the Chief Executive Officer in a part-time capacity. This position ensures the Executive Office operates efficiently by managing priority scheduling, coordinating board and executive meetings, preparing materials, maintaining records, supporting executive and board communications, and providing front office administrative coverage. The role focuses on high-priority organizational needs while balancing competing demands within a 24-hour workweek. The ideal candidate is highly organized, professional, discreet, mission-driven, and comfortable working with board members, donors, staff, and community partners.

Requirements

Associate degree, bachelor’s degree, or equivalent combination of education and relevant administrative experience.
Minimum of three years of administrative, executive assistant, office management, or nonprofit support experience preferred.
Strong written and verbal communication skills, including professional proofreading and editing ability.
Excellent organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
Proficiency with Microsoft Office or Microsoft 365, including Word, Excel, Outlook, PowerPoint, and Teams.
Ability to maintain confidentiality, demonstrate discretion, and interact professionally with diverse stakeholders.
Commitment to the organization’s mission, values, and service to the community.
Experience working in a nonprofit, human services, education, healthcare, faith-based, or community centered organization.
Experience supporting a Board of Directors, executive leadership team, committees, or senior-level administrators.
Experience coordinating meetings, events, travel, calendars, and confidential records.
Experience working with diverse communities and teams.

Nice To Haves

Effectively communicates (written and verbal) complex ideas with Leadership and Board of Directors and professionally interfaces with other stakeholders and partners
Demonstrates flexibility and sound judgment when shifting between executive support, board administration, and front office responsibilities.
Independently prioritizes and manages tasks in the absence of specific instructions and exercises independent judgment to identify and solve problems and resolve conflict
Proactively cultivates, develops, and builds strong relationships across all functions at all levels
Maintains confidentiality of frequently sensitive information
Executes projects with multiple variables, sets realistic deadlines, manages a timeline, and ensures accountability
Demonstrate an awareness of fundamental business principles as well as an understanding of the overall industry in which the business operates
Professionalism and discretion
Mission alignment and service orientation
Strong organization and time management
Clear written and verbal communication
Problem-solving and initiative
Customer service and relationship-building
Adaptability in a fast-paced nonprofit environment
Accuracy, follow-through, and attention to detail

Responsibilities

Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines within a part-time work week.
Maintain the CEO calendar, including day-to-day and long-term management of meetings, projects, and priorities. This includes prioritizing meetings and communicating all relevant details to participants.
Coordinates Executive Office and All Hands meetings, including preparation of agendas, meeting materials, minutes, and follow-up action items for high-priority organizational initiatives.
Provides scheduled front desk and reception coverage for the main office a minimum of two days per week, serving as the primary point of contact for visitors, callers, deliveries, and general office support.
Provide clerical and general office support to other senior executive offices.
Delegate tasks and responsibilities to other staff members when appropriate.
Prioritizes competing responsibilities and manages workflow to ensure essential Executive Office, Board, and administrative functions are completed effectively within a 24-hour workweek.
Prepares DV’s, invoice and electronic documents signed for CEO and other leadership staff as necessary.
Assists with agency events, meetings, activities, etc., that require CEO and Board involvement.
Provides ongoing agency announcements i.e., birthdays, anniversaries, etc.
Serves as the primary administrative liaison to the Board of Directors by coordinating board and committee meetings, preparing and distributing agendas and board materials, recording and distributing meeting minutes, tracking board terms, supporting board recruitment and orientation activities, coordinating the Annual Board Retreat, and assisting the CEO and Governance Committee with board-related communications and follow-up.
Other duties as assigned.