Assistant to the Executive Director

• Description - This role is perfect for someone who thrives in administrative roles, loves structure, takes initiative, and knows how to stay three steps ahead.
• Key Responsibilities
  
  • Schedule and confirm appointments, meetings, and occasional travel
  • Manage and update a busy calendar in Microsoft Outlook
  • Serve as primary point of contact for Grant Reporting, including organizing grant files, tracking deadlines, and ensuring tasks are completed timely
  • Prepare meeting materials, take minutes and track follow-up tasks
  • Maintain confidentiality and represent me professionally in emails and scheduling
  • Stay on top of reminders without being reminded yourself
  • Appropriately handle and interact with Executive Leadership Team and Board of Directors
  • Analyze and interpret data to provide value added perspective
  • Generate weekly, monthly and ad hoc reports from donor and CRM (Customer Relationship Management) tools
  • Leverage ChatGPT and other AI tools to create efficiencies
• What Will Make You a Great Fit
  • You have served in an administrative assistant role previously
  • You love keeping others organized
  • You are detail-oriented and take pride in keeping things running smoothly
  • You anticipate needs and solve problems before they become emergencies
  • You communicate clearly and professionally
  • You’re independent, reliable, and discreet with sensitive information
  • You have experience juggling moving parts, especially deadlines and calendars
  • You care about helping a mission-driven organization run more effectively
• Preferred Experience
  • 2+ years as a personal assistant, executive assistant, or admin coordinator
  • Proficient in all Microsoft 365 applications
  • Familiarity with Chat GPT and other AI software
  • Experience with CRM tool (bonus, not required)
  • Experience managing calendars and complex scheduling
  • Familiarity with nonprofit work or grant tracking (bonus, not required)
  • Proven ability to work independently and stay organized in a fast-paced setting

Note: Hours are M - Th 9am to 2pm