Executive Assistant

To provide high-level administrative and organizational support to the Executive Director. The Executive Assistant serves as a trusted partner by managing scheduling, coordinating board and committee activities, tracking commitments and deadlines, supporting donor and grant activities, assisting with events and staff administration, and ensuring effective follow-through on organizational priorities. The Executive Assistant is expected to anticipate needs, take initiative, maintain confidentiality, and independently manage details that allow the Executive Director to focus on leadership, strategy, fundraising, community relationships, and the mission of Child Enrichment.

The Executive Assistant is supervised by the Executive Director and primarily supports the Executive Director unless other responsibilities are specifically delegated.

• Manages the Executive Director's calendar, meetings, appointments, events, and other commitments.
• Prepares agendas, correspondence, reports, presentations, meeting materials, and other documents.
• Tracks the Executive Director's commitments, deadlines, follow-up items, and action items.
• Anticipates upcoming needs and proactively gathers information and materials.
• Coordinates travel, registrations, itineraries, and related logistics as assigned.
• Maintains strict confidentiality regarding organizational, personnel, donor, and board matters.

• Coordinates leadership, staff, and other meetings involving the Executive Director.
• Attends designated meetings, takes notes or minutes, and documents decisions, assignments, deadlines, and action items.
• Actively follows up with directors, staff, board members, and others regarding outstanding assignments and deadlines on behalf of the Executive Director.
• Maintains visibility of major organizational projects and helps ensure commitments are carried through to completion.

• Prepares and distributes Board of Directors meeting packets and supporting materials.
• Coordinates board and committee meetings, communications, schedules, and follow-up.
• Maintains board records, including meeting materials, minutes, policies, rosters, committee records, and governance documents.
• Tracks board and committee action items and assists with board onboarding and engagement as assigned.

• Schedules and tracks donor, sponsor, and community partner contacts and meetings for the Executive Director.
• Maintains follow-up information and next steps related to donor and community relationships.
• Assists with sponsorship outreach, tracking, correspondence, fulfillment, and follow-up.
• Prepares materials needed for donor, sponsor, and community meetings.

• Maintains a calendar of grant application, reporting, and funding deadlines.
• Gathers grant attachments, supporting documentation, signatures, and required information.
• Maintains organized electronic grant files and records.
• Assists with grant applications, reports, submissions, and follow-up as assigned.
• Coordinates with program and finance staff to collect information necessary to meet grant requirements and deadlines.

• Assists with invitations, sponsor ships, guest lists, auction logistics, board involvement, event communications, and other event needs.
• Provides event-day coordination and support, including occasional evening and weekend hours for fundraising events, board activities, and other organizational functions.
• Coordinates post-event follow-up, acknowledgments, documentation, and outstanding action items.
• Assists the Executive Director with special projects and organizational initiatives.

• Assists…