EXECUTIVE ASSISTANT

HOPE HAVEN INC•Charlotte, NC

1d•$40,000 - $50,000•Onsite

About The Position

The Executive Assistant provides high-level administrative and organizational support to the Chief Executive Officer (CEO) and is available to the Vice President (VP) team for a variety of administrative tasks. This position serves as the primary liaison to Hope Haven's Board of Directors, developing and maintaining board materials, communications, and meeting minutes. The Executive Assistant also coordinates travel arrangements for the CEO and VP team related to conferences, trainings, and other business travel. This position requires a high degree of professionalism, discretion, and organizational skill, and plays a key role in supporting effective communication and coordination across executive leadership, the Board of Directors, and the organization.

Requirements

Associate's degree required
Minimum three (3) years of experience providing administrative support to executive leadership, senior management, or a Board of Directors.
Proficiency in Microsoft Office and/or Google Workspace, calendar management tools, and virtual meeting platforms.
Strong written and verbal communication skills, including professional correspondence and proofreading.
Excellent organizational skills with the ability to manage multiple priorities and deadlines.
High level of discretion, confidentiality, and professional judgment.
Valid driver's license and ability to meet Hope Haven's insurability requirements.
All offers of employment are contingent upon successful completion of Hope Haven's pre-employment screening requirements, which may include background verification and other screening requirements applicable to the position and consistent with applicable law.
This position may require operating a Hope Haven vehicle on an occasional or as-needed basis. When assigned driving duties, the employee must maintain a valid driver's license and be insurable under Hope Haven's automobile insurance policy.

Nice To Haves

Bachelor's degree in Business Administration, Communications, or a related field preferred.
Experience preparing board materials, agendas, and meeting minutes preferred.
Experience coordinating travel arrangements and logistics for executive-level staff preferred.
Experience working in a nonprofit or human services organization preferred.

Responsibilities

Provide direct administrative support to the CEO, including calendar management, correspondence, and scheduling.
Prepare, proofread, and edit reports, presentations, and other materials on behalf of the CEO.
Screen and prioritize incoming communications and requests for the CEO's attention.
Coordinate internal and external meetings, including preparation of agendas and follow-up items.
Manage confidential and sensitive information with discretion.
Provide administrative support to the Vice President team as needed, including scheduling and correspondence.
Assist with the preparation of reports, presentations, and other materials for VP-level initiatives.
Coordinate logistics for VP team meetings and organizational initiatives.
Serve as a point of contact for administrative needs across executive leadership.
Serve as the primary liaison between executive leadership and Hope Haven's Board of Directors.
Develop, compile, and distribute board meeting materials, agendas, and packets.
Attend board and committee meetings and prepare accurate, timely meeting minutes.
Maintain official board records, including bylaws, policies, and meeting documentation.
Coordinate scheduling and communication for board and committee meetings.
Support onboarding of new board members and coordination of board-related events.
Coordinate travel arrangements for the CEO and VP team, including transportation, lodging, and registration for conferences and trainings.
Prepare detailed travel itineraries and ensure timely communication of travel plans.
Process travel-related expense reports and reconcile receipts in accordance with organizational policy.
Coordinate logistics for organizational conferences, trainings, and off-site meetings as needed.
Draft, edit, and distribute internal and external communications on behalf of executive leadership.
Maintain organized filing systems for executive and board-related documentation.
Support special projects and organizational initiatives as assigned by the CEO or VP team.
Order office supplies and coordinate general administrative needs for the executive office.
Participate in organizational planning and operational initiatives.
Attend required meetings, trainings, and leadership activities.
Support implementation of new administrative systems, tools, and processes.
Perform other duties within the scope of the position as assigned.