Executive Assistant

Goodwill Gulf Coast•Mobile, AL

4d•Onsite

About The Position

The Executive Assistant provides confidential administrative support to the President/CEO and supports the Executive Team and Board in advancing Goodwill Gulf Coast’s mission through effective coordination, communication, and follow-through. The role anticipates executive needs and tracks decisions, commitments, and priorities throughout the year. Responsibilities include managing the CEO’s calendar and contacts; coordinating travel and expenses; preparing and proofreading professional materials; organizing executive and Board meetings; recording decisions and minutes; and tracking actions, deadlines, and follow-up. The position also handles authorized communications, maintains secure files and Board records, coordinates contracts and signatures, tracks contract dates, and provides notary services as authorized. Additional work includes supporting community and development activities, special events, donor records, and administrative process improvements. The role is based in Mitchell, Mobile, Alabama. The listed schedule is Monday through Friday, 8:00 a.m.–4:30 p.m.; the description also notes that the schedule may be flexible and additional hours may be needed for meetings and events. Some travel throughout the service area is required. The work is primarily in an adequately lighted and ventilated building and involves prolonged sitting and repetitive hand, wrist, and finger motion while using a computer keyboard.

Requirements

High School Diploma or GED required.
At least three years of administrative experience; executive support experience is preferred.
Experience coordinating meetings, preparing professional documents, and tracking deadlines and follow-up.
Must be a Notary Public or become one within one month after hire.
Must have a valid driver’s license for at least three years, liability automobile insurance, and be insurable through the agency’s insurance carrier.
Must be at least 21 years of age.
Ability to anticipate needs, organize competing priorities, meet deadlines, and maintain strong attention to detail.
Sound judgment, discretion, and ability to handle sensitive executive, personnel, and Board information.
Strong written and verbal communication, proofreading, and accurate meeting documentation skills.
Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
Ability to learn shared task management, donor management, PDF editing, and other approved business tools.
Ability to use approved automation or AI tools responsibly, verify outputs, and protect confidential information.
Ability to track commitments, tactfully request leadership updates, and escalate concerns appropriately.
Ability to work independently, take initiative, solve problems, and recommend practical process improvements.
Ability to work professionally with diverse groups and build relationships across departments.
Ability to explain Goodwill’s mission and represent the organization professionally.
Ability to work a flexible Monday-through-Friday schedule, with additional hours for meetings and events.
Ability to use repetitive hand, wrist, and finger motion while using a computer keyboard and to sit for prolonged periods.

Nice To Haves

Associate or higher degree in a business-related field.
Executive support experience.

Responsibilities

Manage the CEO’s Outlook calendar and contacts, prioritize requests, protect preparation time, and resolve scheduling conflicts.
Coordinate travel, itineraries, reservations, and expense submissions, anticipating logistical needs.
Prepare and proofread correspondence, reports, spreadsheets, presentations, and briefing materials.
Support Executive Team administrative needs and projects within CEO priorities and available capacity.
Coordinate executive meeting schedules, agendas, materials, rooms, and virtual access with the CEO and COO.
Attend executive meetings and document decisions, action items, owners, and due dates in concise, accurate notes.
Maintain a shared action tracker and annual calendar of executive priorities, commitments, and deadlines.
Request updates, send reminders, and flag overdue items or barriers for the CEO or COO.
Track ideas and deferred topics and return them to future agendas for review and follow-up.
Schedule Board and Committee meetings, notify members, arrange logistics and catering, and distribute meeting materials.
Attend Board and Committee meetings, prepare minutes for approval, and securely maintain Board records and member information.
Track Board and Committee actions and coordinate assigned follow-up with the CEO and responsible staff.
Maintain records and track deadlines supporting Board By-Laws and Board-related CARF requirements.
Serve as a professional contact for the CEO, Board, employees, visitors, and community partners.
Manage calls, email, and correspondence as authorized; respond to or route inquiries and track timely follow-up.
Organize secure electronic files and shared documents so current information is easy to locate and retrieve.
Coordinate contracts with Executive Staff; obtain required reviews, approvals, and signatures; maintain records, track renewal and notice dates, and distribute signed documents.
Provide notary services as authorized and maintain confidentiality of sensitive records.
Support CEO community and development activities, special events, and donor records as assigned.
Use approved digital tools to improve scheduling, documents, task tracking, and administrative processes.
Stay informed of community, agency, and program information through inter-office communications and staff meetings.
Participate in community awareness and fundraising activities under the direction of the President/CEO.
Observe safety procedures and personnel policies; maintain regular attendance; perform other duties as assigned.