Executive Assistant – GPC Foundation

Genuine Parts Company•Atlanta, GA

1d•Hybrid

About The Position

The Executive Assistant, GPC Foundation provides comprehensive administrative and governance support across the Foundation. The role serves as the organization’s administrative backbone, supporting board administration, documentation and recordkeeping, and coordinated support for Foundation staff. Under the direction of Foundation leadership, the position supports governance processes, compliance documentation, systems coordination, and cross-functional operations. The position provides primary support to the Foundation Board and administrative support to Foundation staff, with a focus on preparedness, follow-through, and operational excellence. Work is primarily in a professional, climate-controlled office setting, with on-site work required four days per week. The fifth workday may be remote, subject to business needs and manager approval. Travel is minimal (less than 5%), and occasional extended hours may be needed during peak periods such as month-end or year-end close.

Requirements

10 or more years of executive assistant, foundation administration, corporate or nonprofit operations, or governance experience.
Experience supporting boards and staff teams.
Familiarity with grant compliance, nonprofit safeguards, or regulatory documentation.
Strong organizational skills and attention to detail.
Comfort with database entry and documentation systems.
High discretion and integrity.
Ability to work on-site in the office four days per week; remote work on the fifth workday is subject to business needs and manager approval.
Ability to sit for prolonged periods (7–8 hours daily) and frequently use a computer and 10-key keypad.
Ability to occasionally stand, walk, bend, and lift light objects up to 25 pounds.
Continuous close vision for detailed financial data and adequate hearing for phone and virtual communication.
Ability to sustain concentration and attention to detail while managing multiple deadlines.
Ability to travel minimally (less than 5%) and work occasional extended hours during peak periods.

Responsibilities

Lead logistics and planning for Foundation board and committee meetings, including calendar planning, venue coordination, virtual setup, and materials distribution.
Develop and assemble board packets in partnership with Foundation leadership.
Draft, finalize, and maintain official meeting minutes and governance records.
Track board motions, approvals, and follow-up items to ensure timely execution.
Maintain bylaws, committee charters, board rosters, and governance documentation.
Coordinate the annual board calendar, including grant cycles and reporting timelines.
Support board onboarding and prepare orientation materials for new members.
Maintain secure archival records of board materials and historical decisions.
Assist with board presentations and executive-level materials.
Support organized grant intake processes under the direction of the Director, Foundation Operations & Impact.
Coordinate collection and tracking of required safeguards documentation, including 990 reviews, EIN confirmation, and eligibility documentation.
Maintain organized electronic grant files and documentation records.
Assist with monitoring compliance checklists and internal control procedures.
Coordinate with Finance to ensure payment documentation and grant records are properly archived.
Support audit, tax, and 990 filing preparation by compiling requested documentation and maintaining accurate records.
Provide administrative support for CRM and database maintenance, including data entry, record updates, and document uploads.
Assist with data cleanup projects and prepare materials for system uploads.
Support preparation and distribution of standard reports and dashboards developed by the Director, Foundation Operations & Impact.
Maintain organized electronic filing systems for consistency and accessibility.
Assist with portal coordination and user communications related to grant submissions.
Identify opportunities to improve administrative workflows and documentation processes.
Provide calendar management and scheduling support for Foundation leadership and staff.
Coordinate internal and cross-functional meetings with HR, IT, Finance, and Communications.
Track contracts, vendor agreements, and renewal timelines.
Assist with internal presentations, updates, and briefing materials.
Support planning and logistics for Foundation events and employee engagement initiatives.
Maintain master calendars for grant cycles, campaigns, and reporting deadlines.
Manage document templates, shared drives, and standardized materials.
Take on special projects and discrete assignments as needed.
Demonstrate the values of serve, perform, influence, respect, innovate, and team.
Communicate clearly and proactively to motivate and inspire others.
Focus on outcomes and customer success, making the customer the center of decisions.
Make balanced decisions and think strategically as a forward thinker.