Executive Assistant to the CEO

Habitat for Humanity of Dane County Inc.•Madison, WI

4d•$60,000 - $70,000

About The Position

Habitat for Humanity of Dane County (Habitat Dane), a Madison-based nonprofit supporting affordable homeownership, is seeking a full-time Executive Assistant to the CEO. The position provides strategic, dependable administrative support so the CEO can focus on organizational leadership, relationships, fundraising, and organizational growth. It organizes the CEO’s time, prepares meetings, coordinates communications, and tracks commitments, while also providing administrative support to the philanthropy team. The role is divided between CEO administrative support (70%) and philanthropy team support (30%), with additional technology and general coordination duties. The Executive Assistant manages scheduling and follow-up, prepares meeting materials, coordinates communications and travel, and supports donor communications, donation processing, and events. The role uses Microsoft 365 and approved AI tools in accordance with organizational privacy rules. The position may resolve routine administrative matters within guidance established by the CEO and request information or follow-up on the CEO’s behalf. Sensitive communications, organizational decisions, and commitments of funds require appropriate approval. The position does not supervise staff and requires discretion with executive, personnel, board, and donor information. The annual salary range is $60,000–$70,000, with starting compensation based on relevant experience and qualifications. The role includes Habitat Dane’s employee benefits package.

Requirements

At least three years of relevant administrative, scheduling, office coordination, or similar experience; an equivalent combination of education and experience will be considered.
Strong organization, attention to detail, and reliable follow-through, including the ability to anticipate routine needs and complete work without repeated reminders.
Clear written and verbal communication skills, including the ability to draft routine correspondence, proofread materials, and take accurate meeting notes.
Professional, welcoming interactions with staff, board members, donors, volunteers, and community partners from diverse racial, ethnic, cultural, and economic backgrounds.
Sound judgment about confidentiality, urgency, and when to seek guidance; comfort asking clarifying questions and respectfully communicating priorities and boundaries.
Working proficiency with Microsoft Office or Microsoft 365 and willingness to learn donor databases, approved AI tools, and other systems.
Ability to manage multiple assignments, adapt to changing priorities, and flag competing deadlines before work falls behind.
Commitment to Habitat for Humanity’s mission and to an inclusive workplace where people are treated with dignity and respect.

Nice To Haves

Experience supporting an executive.
Experience working in a nonprofit or philanthropy office.
Experience using a donor database.

Responsibilities

Manage the CEO’s calendar according to agreed priorities, protect time for focused work and preparation, and resolve routine scheduling conflicts within established guidance.
Review calls, emails, and requests through authorized access; route routine matters, flag urgent or sensitive issues, and draft or send routine responses within approved authority.
Hold a brief weekly planning meeting with the CEO to review commitments, deadlines, preparation needs, and decisions requiring attention.
Maintain a shared system for commitments, deadlines, and follow-up; request updates from staff on the CEO’s behalf and flag delays or missing information.
Enter CEO donor interactions, approved meeting notes, and next steps in the donor database promptly and accurately, following confidentiality and data-quality standards.
Track donor follow-up assigned to the CEO and coordinate with philanthropy staff to help complete it on time.
Prepare schedule previews and concise meeting materials, including purpose, participants, relevant background, and outstanding follow-up.
Draft and organize agendas, correspondence, and presentations using input from the CEO and staff; verify names, dates, links, and attachments before distribution.
Attend meetings as requested, including selected meetings the CEO cannot attend; record key discussion points, decisions, owners, and deadlines, and provide a clear summary.
Coordinate travel, itineraries, registrations, meeting logistics, expense reports, and receipts; maintain accessible executive files and contact information.
Coordinate donor meetings, visits, and calls involving the CEO and Vice President of Philanthropy, confirming logistics and preparation needs in advance.
Prepare, process, and deposit check payments received by the organization, including check donations.
Manage processing of donations received by check, credit or debit card, ACH, stock transfer, and gift-in-kind.
Prepare and send thank-you letters, acknowledgments, and other donor correspondence using approved templates, review processes, and team procedures.
Assist with mailings, invitations, RSVPs, materials, and donor event logistics as capacity allows; refer gift, solicitation, and donor strategy questions to philanthropy staff.
Assist with events by coordinating food and supplies, ordering, expense submission, setup, takedown, and guest stewardship.
Use Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, for scheduling, documents, basic spreadsheets, records, and file sharing.
Use approved AI tools for routine drafting, formatting, and summarizing within organizational privacy rules; verify accuracy and obtain required review before use.
Maintain administrative checklists and recurring calendars, document routine procedures, and suggest practical improvements that reduce avoidable work.
Provide logistical support for occasional CEO projects with clear deliverables, deadlines, and priorities.
Maintain discretion and appropriate access controls for executive, personnel, board, and donor information, and promptly alert the CEO to time-sensitive concerns.