Reports To: President/Chief Executive Officer (primary) and Director of Development (secondary)
Essential Functions
Executive Leadership Support
Serves as a trusted liaison between the CEO, board members, senior staff, volunteers, and community partners
Provide comprehensive administrative support to the President/CEO and Director of Development.
Serve as a connector between the President/CEO and direct reports by facilitating the flow of information, priorities, and follow-up.
Prepare agendas, briefing materials, presentations, and correspondence.
Tracks and supports CEO priorities tied to strategic plan, capital projects, major fundraising, and community initiatives
Attend committee and board meetings with CEO and other meetings as directed.
Anticipates needs, flags risks, and ensures follow-through on commitments
Models professionalism, kindness, and discretion
Handles confidential matters with discretion, professionalism, and sound judgment
Helps maintain a welcoming, organized, mission-aligned environment
Represents the President/CEO internally and externally as appropriate.
Supports HR functions such as onboarding, offboarding, compliance documentation, and staff communications
Ensures smooth internal workflows and consistent processes across departments
Cross-Functional & Team Support
Helps manage information flow between teams
Assists with project tracking and follow-through
Create a system and help manage information flow between teams
Assists with project tracking and follow-through
Provides backup administrative support across departments
Board of Directors & Volunteer Leadership Support
Coordinate Board and committee meetings, including Development-related committees with giving direction to the Development Assistant as needed.
Prepare and distribute materials, record minutes, and track action items.
Maintain governance records and support Board onboarding and engagement.
Development, Fundraising & Event Support
Provide administrative and logistical support for fundraising initiatives and volunteer/donor engagement.
Coordinate along with Development Assistant for donor meetings, materials, and follow-up.
Support fundraising events, including evenings and weekends as needed.
Volunteer Recruitment & Management
Support recruitment, onboarding, and coordination of volunteers.
Serve as a primary point of contact for volunteers.
Maintain volunteer records and assist with recognition and retention efforts.
Organizational & Strategic Support
Assist with tracking executive priorities and strategic initiatives.
Compile reports, summaries, and dashboards for leadership review.
Maintain Board portal.
Office & Operations Management
Manage executive office systems and workflows.
Ensure supplies and office is properly maintained.
Coordinate travel, expense reporting, and administrative budgeting.
Identify process improvements to enhance efficiency.
Other duties as assigned or necessary.
