Executive Administrative Assistant & Board Liaison

To apply , please submit a cover letter and resume to Paula Moody, CEOPaula.

Moody

POSITION SUMMARY:

The Executive Administrative Assistant and Board Liaison position has been updated from part-time to full-time, and includes four key job responsibility components as well as other duties as assigned:

Provide high-level administrative, operational, and communication support to the Chief Executive Officer. This position ensures the Executive Office operates efficiently by managing priority scheduling, coordinating executive meetings, preparing materials, maintaining records, The role focuses on high-priority organizational needs while balancing competing demands.

Provide Board Liaison support. Act as a go between the organization and the Board of Directors, guided by Robert Rules of Order. Participate as an active member of the Governance Committee meetings. Schedule Board meetings, Committee meetings, as well as record and maintain minutes. Assist with the coordination of onboarding new board members, board orientation, annual Board Retreat and annual board meeting.

Prepare board agenda, voting matters, email communication, announcements, etc.

Provide onsite coverage of the Families First Main Office Front Desk. Assist with client engagement, intake and referral. Manage conference room and some event scheduling. Direct tenant concerns, questions, etc., to the Facility Manager.

Provide Database Management. The Database Manager is responsible for the accurate entry, management, and integrity of all gift data in Raiser’s Edge (RE/NXT), as well as gift documentation, weekly Finance reconciliation, and the production of acknowledgment mail merge files for the Director of Donor Relations. This key task corresponds with the surging workload during the end-of-calendar-year giving season and, in the weeks, following major fundraising events, and tapering during quieter periods such as summer months.

The ideal candidate to successfully execute these four key tasks is highly organized, professional, discreet, mission-driven, trainable, and comfortable working with board members, donors, staff, and community partners.

PRIMARY RESPONSIBILITIES:

Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines within a part-time work week.

Maintain the CEO calendar, including day-to-day and long-term management of meetings, projects, and priorities. This includes prioritizing meetings and communicating all relevant details to participants.

Coordinates Executive Office and All Hands meetings, including preparation of agendas, meeting materials, minutes, and follow-up action items for high-priority organizational initiatives.

Provides scheduled front desk and reception coverage for the main office a minimum of two days per week, serving as the primary point of contact for visitors, callers, deliveries, and general office support.

Provide clerical and general office support to other senior executive offices. Delegate tasks and responsibilities to other staff members when appropriate.

Prioritizes competing responsibilities and manages workflow to ensure essential Executive Office, Board, and administrative functions are completed effectively within a 24-hour workweek.

Prepares DV’s, invoice and electronic documents signed for CEO and other leadership staff as necessary.

Assists with agency events, meetings, activities, etc., that require CEO and Board involvement.

Provides ongoing agency announcements i.e., birthdays, anniversaries, etc.

Serves as the primary administrative liaison to the Board of Directors by coordinating board and committee meetings, preparing and distributing agendas and board materials, recording and distributing meeting minutes, tracking…