Executive Assistant

Job Description

Job Description

The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer, as well as to the Chief Operating Officer and Chief Financial Officer. This role requires strong judgment, exceptional organizational skills, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant acts as the primary point of contact for internal and external stakeholders on matters related to executive leadership, serves as liaison to the Board of Directors, and supports key organizational initiatives and special projects.

• Provide comprehensive administrative support to the CEO, including managing an active calendar of appointments, coordinating travel, preparing meeting materials, and handling confidential correspondence.
  
  
• Ensure the CEO’s time is optimized by serving as a “gatekeeper,” prioritizing inquiries and requests while exercising sound judgment and professionalism.
  
  
• Prepare, review, and edit correspondence, reports, and presentations, often of a sensitive or confidential nature.
  
  
• Research, prioritize, and follow up on issues and concerns addressed to executive leadership, determining the appropriate course of action or response.
  
  
• Maintain a proactive approach to anticipating needs, resolving issues, and ensuring timely follow-through on projects and deadlines.
  
  
• Coordinate and track special projects and initiatives assigned by the CEO or CFO, ensuring timely and successful completion.
  
  

• Serve as administrative liaison to the Board of Directors, maintaining strict confidentiality and professionalism.
  
  
• Manage preparation and distribution of Board and committee meeting materials in compliance with bylaws.
  
  
• Assist with scheduling, logistics, and documentation, including serving as back-up to the Board Secretary for meeting minutes.
  
  
• Support board engagement and communication activities as needed.
  
  

• Assist the CFO with invoice review, coding, and entry into the financial system; generate invoice allocation reports as required.
  
  
• Process donations and acknowledgments, ensuring accurate and timely donor recognition.
  
  
• Maintain and update donor and grant records in Raiser’s Edge and related databases.
  
  
• Conduct donor and grant prospect research and assist in preparing grant and funding applications.
  
  
• Coordinate appeal mailings, donor communications, and event support materials.
  
  

• Foster effective communication between the executive office and internal departments, building trust and collaboration across all levels of the organization.
  
  
• Represent the CEO and senior leadership with professionalism in all interactions with staff, board members, donors, partners, and community stakeholders.
  
  
• Participate in staff meetings, organizational events, and initiatives, providing updates and identifying areas for process improvement.
  
  

• Bachelor’s degree in business administration, communications, nonprofit management, or a related field; equivalent experience may be considered.
  
  
• Minimum of 3 years of experience providing administrative support to senior or C-level executives, preferably within a nonprofit organization.
  
  
• Experience managing confidential information, board relations, and donor or partner communications preferred.
  
  

• Exceptional written and verbal communication skills with attention to detail and accuracy.
  
  
• Strong organizational, time management, and project coordination skills with the ability to manage competing priorities.
  
  
• High level of professionalism, discretion, and judgment.
  
  
• Strong interpersonal skills and the ability to build positive relationships with staff, board members, and external partners.
  
  
• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and donor management systems such as Raiser’s Edge.
  
  
• Ability to adapt to new technologies and evolving organizational needs.
  
  

This position primarily involves sedentary work, including extended periods of sitting and computer use. The employee must be able to occasionally lift up to 25 pounds and perform general office tasks. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

• Professionalism: Models integrity, discretion, and confidentiality at all times.
  
  
• Initiative: Anticipates needs and proactively identifies solutions.
  
  
• Collaboration: Builds strong relationships and fosters trust and teamwork.
  
  
• Adaptability: Manages shifting priorities with composure and resourcefulness.
  
  
• Mission-Driven: Demonstrates commitment to the values and goals of Hanley Foundation.
  
  

Hanley Foundation is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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