General Summary
To provide high-level administrative and organizational support to the Executive Director. The Executive Assistant serves as a trusted partner by managing scheduling, coordinating board and committee activities, tracking commitments and deadlines, supporting donor and grant activities, assisting with events and staff administration, and ensuring effective follow-through on organizational priorities. The Executive Assistant is expected to anticipate needs, take initiative, maintain confidentiality, and independently manage details that allow the Executive Director to focus on leadership, strategy, fundraising, community relationships, and the mission of Child Enrichment. The Executive Assistant is supervised by the Executive Director and primarily supports the Executive Director unless other responsibilities are specifically delegated.
Principle Duties and Responsibilities
Executive Support
- Manages the Executive Director's calendar, meetings, appointments, events, and other commitments.
- Prepares agendas, correspondence, reports, presentations, meeting materials, and other documents.
- Tracks the Executive Director's commitments, deadlines, follow-up items, and action items.
- Anticipates upcoming needs and proactively gathers information and materials.
- Coordinates travel, registrations, itineraries, and related logistics as assigned.
- Maintains strict confidentiality regarding organizational, personnel, donor, and board matters.
Meeting and Follow-Up Duties
- Coordinates leadership, staff, and other meetings involving the Executive Director.
- Attends designated meetings, takes notes or minutes, and documents decisions, assignments, deadlines, and action items.
- Actively follows up with directors, staff, board members, and others regarding outstanding assignments and deadlines on behalf of the Executive Director.
- Maintains visibility of major organizational projects and helps ensure commitments are carried through to completion.
Board and Committee Support
- Prepares and distributes Board of Directors meeting packets and supporting materials.
- Coordinates board and committee meetings, communications, schedules, and follow-up.
- Maintains board records, including meeting materials, minutes, policies, rosters, committee records, and governance documents.
- Tracks board and committee action items and assists with board onboarding and engagement as assigned.
Donor and Fundraising Support
- Schedules and tracks donor, sponsor, and community partner contacts and meetings for the Executive Director.
- Maintains follow-up information and next steps related to donor and community relationships.
- Assists with sponsorship outreach, tracking, correspondence, fulfillment, and follow-up.
- Prepares materials needed for donor, sponsor, and community meetings.
Grant Support
- Maintains a calendar of grant application, reporting, and funding deadlines.
- Gathers grant attachments, supporting documentation, signatures, and required information.
- Maintains organized electronic grant files and records.
- Assists with grant applications, reports, submissions, and follow-up as assigned.
- Coordinates with program and finance staff to collect information necessary to meet grant requirements and deadlines.
Events and Special Projects
- Assists with invitations, sponsorships, guest lists, auction logistics, board involvement, event communications, and other event needs.
- Provides event-day coordination and support, including occasional evening and weekend hours for fundraising events, board activities, and other organizational functions.
- Coordinates post-event follow-up, acknowledgments, documentation, and outstanding action items.
- Assists the Executive Director with special projects and organizational initiatives.
Communications and Social Media Support
- Assists with planning, drafting, scheduling, and publishing social media content across Child Enrichment’s platforms in coordination with the Executive Director.
- Drafts and edits newsletters, announcements, email communications, website updates, and other organizational materials as assigned.
- Helps promote fundraising events, programs, volunteer opportunities, and organizational initiatives through digital and print communications.
- Coordinates collection of approved photos, stories, program updates, and other content from staff for communications and outreach.
- Monitors social media messages and comments and routes inquiries or sensitive matters to appropriate staff for response.
- Helps maintain consistent branding, accurate information, and appropriate confidentiality and approval processes in public communications.
Staff and Administrative Support
- Coordinates staff meetings, including scheduling, agendas, materials, and follow-up.
- Assists with maintaining organizational policies and administrative records.
- Coordinates new employee onboarding, including preparing onboarding materials, collecting required forms, arranging orientation logistics, and ensuring completion of onboarding checklists.
- Creates and maintains organized, confidential employee personnel and onboarding files, including required hiring documentation, in accordance with organizational policies and applicable record-retention requirements.
- Assists with employment eligibility verification, including coordinating Form I-9 completion and submitting E-Verify cases for new hires within required timelines, as an authorized and trained user.
- Tracks outstanding onboarding documentation and follows up with new employees and appropriate staff to ensure timely completion.
- Coordinates employee recognition, celebrations, and anniversaries as assigned.
- Coordinates employee evaluation schedules and related documentation.
- Tracks follow-up items between the Executive Director and directors or other staff.
- Other duties as assigned by the Executive Director.
Qualifications
- Bachelor's degree preferred; significant relevant professional experience may be considered in lieu of a degree.
- Previous experience providing executive-level, senior administrative, nonprofit, board, or organizational support preferred.
- Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams. Experience with Microsoft Copilot and other approved AI-assisted productivity tools for meeting documentation, task tracking, correspondence, and administrative efficiency preferred; all use must comply with organizational confidentiality and information-security policies.
- Exceptional organizational and time-management skills with the ability to manage multiple priorities and deadlines.
- Strong initiative and the ability to anticipate needs, identify next steps, and work independently.
- Excellent attention to detail, problem-solving skills, and follow-through.
- Excellent verbal and written communication skills.
- Strong professional judgment and ability to maintain strict confidentiality.
- Ability to communicate professionally and confidently with staff, board members, donors, community partners, volunteers, and other stakeholders.
- Experience with social media platforms, Canva or similar design tools, and email marketing or website content systems preferred.
- Commitment to the mission and values of Child Enrichment, Inc.
Disclaimer: This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. Management reserves the right to revise the job or require other or different tasks when circumstances change.