Executive Assistant to CEO

Join the team at Habitat for Humanity of Dane County as the full-time Executive Assistant to the CEO

We're growing! Habitat for Humanity of Dane County (Habitat Dane) is a Madison-based nonprofit that helps families achieve strength, stability and self-reliance through affordable home ownership. In Dane County alone, one in eight people live in poverty, including 16 percent of all Dane County children. We are looking for an Executive Assistant to the CEO to be part of a thriving, positive team that is making a difference every day for our partner families.

The Executive Assistant to the CEO provides strategic and dependable administrative support that frees the CEO to focus on organizational leadership, relationships, fundraising, and Habitat Dane’s growth. The role organizes the CEO’s time, prepares for meetings, coordinates communications, and makes sure commitments move forward. This role also provides administrative support to the philanthropy team.

The right person anticipates routine needs, takes ownership of details, and follows through without repeated reminders. They know when to act within established guidance and when to ask for direction.

Habitat Dane values diversity of all kinds and seeks to build a staff that reflects the communities we serve. We strongly encourage people from racial and ethnic backgrounds underrepresented in our organization to apply. Applicants of all backgrounds are welcome; hiring decisions are based on job-related qualifications.

The Role

CEO administrative support (70%)

• Manage the CEO’s calendar using agreed priorities; protect time for focused work, preparation, and follow-up, and resolve routine scheduling conflicts within established guidance.
• Review calls, emails, and requests through authorized access; route routine matters, flag urgent or sensitive issues, and draft or send routine responses within approved authority.
• Hold a brief weekly planning meeting with the CEO to review upcoming commitments, deadlines, preparation needs, and decisions requiring attention.
• Maintain a shared system for commitments, deadlines, and follow-up; request updates from staff on the CEO’s behalf and flag delays or missing information.
• Enter CEO donor interactions, approved meeting notes, and next steps in the donor database promptly and accurately, following team standards for confidentiality and data quality.
• Track donor follow-up assigned to the CEO and coordinate with philanthropy staff to help complete it on time.
• Prepare daily or weekly schedule previews and assemble concise meeting materials, including purpose, participants, relevant background, and outstanding follow-up.
• Draft and organize agendas, correspondence, and presentations using input from the CEO and staff; check names, dates, links, and attachments before distribution.
• Attend meetings as requested, including selected meetings the CEO cannot attend; capture key discussion points, decisions, owners, and deadlines, and provide a clear summary.
• Coordinate travel, itineraries, registrations, meeting logistics, expense reports, and receipts; maintain accessible executive files and contact information.

Philanthropy team support (30%)

• Coordinate donor meetings, visits, and calls involving the CEO and Vice President of Philanthropy; confirm logistics and preparation needs in advance.
• Prepare, process and deposit check payments received by the organization, including check donations.
• Manage processing of all donations received by check, credit/debit card, ACH, stock transfer, and gift-in-kind.
• Prepare and send thank-you letters, acknowledgments, and other donor correspondence using approved templates, review processes, and team procedures.
• Assist with mailings, invitations, RSVPs, materials, and donor event…