Executive Assistant

Description

The Executive Assistant provides high-level administrative support to the President. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced nonprofit environment. The Executive Assistant serves as a primary point of contact for internal and external stakeholders on matters pertaining to the President and supports the President in advancing the organization’s mission. Maintaining confidentiality is a critical component of this position.

• Manage the President’s calendar, schedule meetings, and coordinate travel arrangements. [JS1]
• Screen calls and meeting requests, ensuring timely follow-up and prioritization.
• Maintain organized filing systems (electronic and physical) for sensitive and confidential documents.
• Ensures all materials for Board of Trustees and committee meetings are prepared and provided to all trustees within the timelines established by the President and the Chair of the Board.
• Coordinate Board of Trustees meetings, including scheduling, preparing agendas, compiling materials, and recording minutes.
• Prepares correspondence, reports, presentations and meeting minutes for the President, committees, and the Board of Trustees
• Track follow-up items and ensure timely communication with board members.
• Support governance-related compliance, reporting, and recordkeeping.
• Assist the President with tracking organizational priorities, projects, and deadlines.
• Conduct research, prepare briefing materials, and provide background information for meetings and presentations.
• Support philanthropy and program initiatives as needed.
• Act as liaison between the President, stakeholders, and community partners.
• Represent the President professionally in communications, ensuring a high standard of customer service.
• Support event coordination, donor stewardship, and external engagement activities.

Please note this job description is designed to cover typical listing of activities, duties, and/or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

• Strong organizational, time-management, and problem-solving skills
• Excellent written and verbal communication skills
• High degree of professionalism, discretion, and confidentiality
• Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Teams, and familiarity with database and project management tools
• Ability to work independently and collaboratively in a dynamic environment
• Commitment to the mission and values of the organization
• Attention to detail and accuracy
• Flexibility and adaptability to shifting priorities
• Strong interpersonal skills and emotional intelligence
• Proactive approach to problem-solving and anticipating needs
• Flexibility in hours worked due to evening commitments and events as a component of the Philanthropy office
• Ability to pass Level II FBI background clearance and pre-employment drug screening

• Bachelor’s degree preferred; equivalent experience considered
• Minimum of five years of experience supporting senior executives, preferably in a nonprofit or mission-driven organization
• Experience with Microsoft Office programs
• Experience with Blackbaud a plus

• Works in a professional office environment
• Routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines
• Travel to meetings, functions, educational programs, and other activities as needed to achieve the goals and objectives of the organization

Guadalupe Center is an equal opportunity employer. Comprehensive benefits are offered including medical, dental, vision, life insurance and retirement plan.