Executive Assistant

Executive Assistant Small Magic is seeking a sharp, trustworthy operator to power up our Executive Director. The Executive Assistant will own the ED's calendar, communications, and day-to-day operational flow, freeing the ED to focus on the highest-leverage work of building a best-in-class early learning ecosystem for Birmingham's youngest children. KEY DETAILS

Reports to:

Executive Director Works with:
Small Magic staff, board of directors, and donors

Location:

Birmingham-based; hybrid, with a meaningful in-person presence Scope:
Full time (~40 hrs/wk) or part time (~25 hrs/wk) Compensation range: $55,000–$75,000 annually, prorated for part-time configurations WHO WE ARE Small Magic is a Birmingham-based organization focused on one goal: ensuring children under five are ready for kindergarten and a life of opportunity. We work alongside civic leaders and partners to strengthen the systems that support early learning across our city, from direct-service program delivery to broader ecosystem work.

We are entering a defining chapter. With significant new public and private investments committed, Small Magic is scaling rapidly — and the stakes are real. As the organization grows, so does the demand on our Executive Director's time and attention. We're looking for an exceptional Executive Assistant who can bring order to that complexity, exercise sharp judgment about what to prioritize, and become a person the ED genuinely relies on to make the whole executive function stronger.

HOW THIS ROLE WORKS We're intentionally building this role to flex with the right person. The core responsibilities are scoped at 25 hours a week and cover calendar, inbox, work management, meeting preparation, travel, expenses, and minor personal logistics. If a candidate is interested in a full-time configuration, we would add office management and select External Affairs support, such as event vendor coordination and donor stewardship.

We're open to either configuration depending on candidate fit. This is hybrid with a meaningful in-person presence: ~3 days a week in the 25-hour configuration, more in the 40-hour. We are deeply committed to flexibility and expect to work around things like sick days, appliance repair windows, childcare logistics, the occasional heads-down morning  also want to be clear that this is not a remote-first arrangement with only occasional in-office days;

the relational and operational rhythm of this role depends on real in-person presence. WHAT YOU'LL DO The Executive Assistant is responsible for protecting and prioritizing the Executive Director's time so the ED can lead at the level the organization needs. The person in this role will:
Protect the ED’s time and attention | You manage a fast-moving schedule across board members, funders, civic leaders, and staff and serve as the single point of contact when anyone, internal or external, wants the ED's time. You don't just book meetings; you make judgment calls about what deserves the ED's attention, flag conflicts before they happen, and protect space for focused work.

Keep the ED prepared, not scrambling | You assemble briefing materials, agendas, and talking points ahead of every external meeting so the ED walks in ready. You track commitments the ED has made to others and follow up so they get done. Be the trusted first point of contact | You represent the ED's tone and judgment in correspondence with board members, partners, and funders.

People should feel well taken care of the moment they reach out, even when it's you, not the ED, on the other end. Run the logistics that make everything else possible | You coordinate travel, board meetings, offsites, and events with an eye for detail and a calm head when plans change at the last minute. Build smarter systems as we scale | As Small Magic grows, you spot where ad hoc processes are creaking and put lightweight systems in place — for scheduling, document management, and follow-through.

You actively look for places AI and other tools can take routine work off our plates without sacrificing care or judgment. Support Small Magic’s growth | Provide support to the External Affairs function,…