Assistant Jobs

About The Position

Requirements

• 3–5+ years of experience supporting senior leadership (nonprofit experience preferred)
• Exceptional organizational, time management, and multitasking skills
• Strong written and verbal communication abilities
• High level of discretion and professionalism
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, & SharePoint) and virtual collaboration tools such as Teams & Zoom
• Ability to anticipate needs and solve problems independently

Nice To Haves

• Experience working with a nonprofit board of directors
• Knowledge of early childhood programs or human services

Responsibilities

• Manage the Executive Director’s calendar, including scheduling meetings, prioritizing commitments, and coordinating logistics
• Email and inbox management: screening, prioritizing, drafting responses, flagging urgent items, and managing follow-up on behalf of the Executive Director.
• Prioritize and manage access to the Executive Director, balancing timely responsiveness with the need to protect time for high-priority work and maintain an open-door culture.
• Provide communications support including preparing talking points, briefing notes, newsletters/messages, presentations, or reports for internal and external audiences.
• Meeting management including confirming attendees, preparing agendas in partnership with the ED, capturing decisions, tracking next steps, and ensuring follow-through after meetings.
• Handle confidential information with professionalism and discretion
• Track action items and ensure timely follow-up
• Coordinate Board of Directors meetings, including scheduling, agenda development, and materials preparation
• Track board compliance and governance logistics: maintaining board rosters, terms, bylaws/policies, conflict-of-interest forms, annual board calendar, and governance records.
• Event support: coordinating logistics for board retreats, leadership meetings, donor/community events, or organizational gatherings.
• Support Board committees and foster communication between board members and leadership.
• Provide donor, funder, and community relations support: assisting with communications, scheduling, briefings, acknowledgements, or materials for key external relationships.
• Assist with cross-departmental coordination and special projects
• Help streamline administrative systems and improve workflow efficiency
• Manage travel arrangements, expense reports, credit card reports, and office logistics for the Executive Director
• Maintain executive files, contracts, organizational documents, policies, and confidential records in alignment with retention practices.
• Support internal communications and staff engagement initiatives.