Executive Assistant (46636)

GOODWILL GULF COAST

Job Description

TITLE: Executive Assistant DATE WRITTEN: 10/2026

DEPARTMENT: Admin. SUPERVISED BY: President/CEO

SUPERVISES: NA STATUS: Full time/Exempt

Mission Contribution: Supports the President/CEO, Executive Team, and Board in advancing Goodwill’s mission through effective coordination, communication, and follow-through.

Function: Provides confidential administrative support to the President/CEO. Supports the Executive Team as directed, anticipates needs, and tracks decisions, commitments, and priorities throughout the year.

Essential Functions:

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President/CEO and Executive Team support:

• Manage the CEO’s Outlook calendar and contacts; prioritize requests, protect preparation time, and resolve conflicts.

• Coordinate travel, itineraries, reservations, and expense submissions; anticipate 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.

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Executive meetings and follow-through:

• Coordinate meeting schedules, agendas, materials, rooms, and virtual access with the CEO and COO.

• Attend executive meetings; 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 throughout the year; return them to future agendas for review and follow-up.

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Board and Committee coordination:

• Schedule meetings, notify members, arrange logistics and catering, and distribute meeting materials.

• Attend 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.

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Communications and office coordination:

• Serve as a professional contact for the CEO, Board, employees, visitors, and community partners.

• Manage calls, email, and correspondence as authorized; respond or route inquiries and track timely follow-up.

• Organize secure electronic files and shared documents so current information is easy to locate and retrieve.

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Contracts and legal documents:

• Coordinate contracts with Executive Staff; obtain required reviews, approvals, and signatures.

• Maintain contract records, track renewal and notice dates, and distribute signed documents.

• Provide notary services as authorized and maintain confidentiality of sensitive records.

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Marketing, development, and administrative improvements:

• 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.

Marginal Functions:

• Stays informed of community, agency, and program information through inter-office communications and attendance at staff meetings.

• Participates in a variety of community awareness and fundraising activities which promote the program, agency, and/or the funding source under the direction of the President/CEO.

• Observes safety procedures and personnel policies.

• Regular attendance is required.

• Other duties as assigned.

Skills, knowledge, and abilities: (These are required to enable employee to perform the essential functions of the job.)

• Ability to anticipate needs, organize competing priorities, and meet deadlines with strong attention to detail.

• Sound judgment, discretion, and the 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.

• Must have a valid driver’s license for at least 3 years, liability automobile insurance, and be insurable through the agency’s insurance carrier. Must be at least 21 years of age.

Experience and Education Requirements:

• High School Diploma or GED required; associate or higher degree in a business-related field preferred.

• At least three years of administrative experience; executive support preferred.

• Experience coordinating meetings, preparing professional documents, and tracking deadlines and follow-up.

• Must be a Notary Public or become a Notary Public one month after hire.

Working Conditions/Physical Requirements:

Adequately lighted and ventilated building; some travel throughout service area; Must be able to use repetitive hand, wrist, and finger motion, when using a computer keyboard. Must be able to sit for prolonged period of time.

Critical Performance Factors:

• Customer service, professionalism, and confidentiality

• Clear communication and accurate, timely work

• Effective prioritization, meeting coordination, and follow-through

Equal Opportunity Employer/Veterans/Disabled