Executive Administrative Assistant

WeCode KC
· Kansas City, MO
· Full-Time

This is a rare opportunity to sit at the center of a growing, mission-driven organization and help it run. The Executive Administrative Assistant is the operational backbone of WeCode KC's CEO office and the connector who makes sure our partners and community members feel seen, organized, and ready to show up. If you love creating order out of complexity, building relationships that matter, and knowing that your work directly makes it possible for hundreds of young people to learn and grow — this role was built for you.

Reports to:

CEO Full-Time On-site, Kansas City, MO Background check required

The Executive Administrative Assistant provides comprehensive administrative support to the CEO and the Senior Leadership Team. This role is the first point of contact for the organization — internally and externally — and plays a critical part in ensuring that WeCode KC's operations, communications, and community relationships function at the highest level. The ideal candidate is exceptionally organized, deeply relational, and excited about the operational side of building something that matters.

• Manage the day-to-day operations of the CEO's and the Senior Leadership Team offices — calendar, communications, meeting logistics, and priority management
• Serve as the primary point of contact for the organization, triaging all incoming inquiries and directing them appropriately
• Prepare board meeting materials including agendas, presentation decks, minutes, and supporting documents
• Track high-priority organizational initiatives and flag opportunities and obstacles to the CEO proactively
• Handle bookkeeping tasks, reimbursable grants, expense tracking, bill payment, and office supply management
• Maintain and organize all organizational files, records, and documentation systems
• Coordinate insurance coverage for staff and the organization
• Assist with donor database management and donor communications including appeal and thank-you letters
• Reimbursable grant oversight:
  Track every cost-reimbursement grant from award through closeout, including award amounts, budget lines, allowable-cost rules, reporting deadlines, and reimbursement request schedules.
• Review expenses charged to reimbursable grants for allowability, correct coding, and complete backup documentation (invoices, receipts, payroll and time-and-effort records, proof of payment) before they are submitted for reimbursement.
• Prepare reimbursement requests and supporting documentation for CEO review and approval; submit approved requests to funders on schedule.
• Create, document, and maintain a central SOP library for recurring organizational processes, including: expense submission and approval, purchasing and bill payment, grant reimbursement requests, board packet preparation, event and program logistics, donor gift acknowledgment, onboarding and offboarding, and records retention.
• Write SOPs in a consistent format (purpose, owner, steps, tools, timelines, and escalation points), test them with the staff who use them, and review each at least annually.
• Train staff on new and updated procedures and identify processes that are undocumented, inconsistent, or creating risk.
• Maintain and organize all organizational files, records, and archives in a consistent, searchable filing system.
• Manage the tracking, reporting, and secure storage of program data.

• Coordinate planning and day-of logistics for flagship programs, special events, student showcases, and community gatherings
• Coordinate WeCode KC's presence at community tabling events
• Assist with scheduling tours, field trips, and partner site visits
• Manage the tracking, reporting, and storage of program…