Executive Assistant Memphis, TN

Executive Assistant

We are looking for an Executive Assistant to provide high-level administrative support to the Executive Director and help keep daily operations running smoothly for a nonprofit in Memphis, Tennessee. This role starts out with part-time hours but could become full time. This contract position with permanent potential is ideal for someone who is organized, resourceful, and comfortable managing multiple priorities while interacting professionally with leadership, board members, donors, vendors, and staff.

The role combines executive support, board coordination, reporting, event assistance, and administrative follow-through in a fast-paced nonprofit environment.

Schedule is Monday-Thursday 10am-5pm.

Responsibilities:

• Coordinate the Executive Director's schedule by arranging meetings, resolving calendar conflicts, sending reminders, and tracking next steps after appointments and discussions.
• Build reliable administrative processes that keep projects moving forward, including monitoring deadlines, checking status updates, and following up on open items across departments.
• Prepare reports, dashboards, presentation materials, and business documents that support leadership meetings, donor conversations, and board activities.
• Welcome visitors and donors meeting with the Executive Director, while also organizing meeting logistics such as room setup, refreshments, and lunch arrangements.
• Support recurring staff and board meetings by managing schedules, developing agendas, documenting discussion notes, distributing materials, and maintaining official records.
• Handle travel coordination and related administrative details for the Executive Director and staff, including reservations, registrations, receipt tracking, and reimbursement documentation.
• Assist with donor relations and development efforts by recording interactions in the donor database, coordinating personalized acknowledgements, and helping with fundraising events and campaign materials.
• Provide grant and contract administration support by scheduling review meetings, tracking deadlines, gathering required documents, securing signatures, and filing completed agreements.
• Maintain organized electronic and physical records, update training logs and timesheets, and help improve shared folder structure for better efficiency and accessibility.
• Review written materials for accuracy, formatting, and grammar before distribution to internal and external stakeholders.