Executive Assistant

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Full Time Clerical Overland Park, KS, US

2 days ago Requisition

Salary Range: $50,000.00 To $65,000.00 Annually

The Executive Administrative Assistant ensures the smooth and efficient operation of the Executive Director’s office while providing high-level administrative support to the senior leadership and Development team. This person is the main point of contact for the Board of Directors, handles confidential information with care, and helps make sure executive priorities and agency-wide activities stay on track.

The role calls for good judgment, professionalism, flexibility, and the ability to juggle a lot in a fast-moving environment. Roughly speaking, the work breaks down as reflected below, though priorities may shift with the calendar and events.

KEY RESPONSIBILITIES

Executive Support (60%)

• Executive Assistant
  • Keep the Executive Director's calendar and daily administrative needs organized, including drafting correspondence, fielding questions, and keeping files and data systems in order.
  • Appropriately prioritize calendar requests to support highest and best use of ED and senior leaders’ time.
  • Prepare reports, presentations, meeting minutes, briefings, and other materials for the Executive Director and leadership team.
  • Keep special projects for the Executive Director moving forward in a timely manner.
• Board Relations
  • Serve as the primary point of coordination between the Executive Director and the Board.
  • Prepare and distribute Board and committee agendas, meeting notices, and materials.
  • Handle meeting logistics, take and finalize minutes, and maintain official Board records, including bylaws, policies, rosters, and terms of service.
  • Maintain the annual Board and committee meeting calendar.
• Coordinate senior leadership team meetings, including scheduling, agendas, materials, and minutes.
• Track decisions, action items, and deadlines coming out of leadership meetings, and follow up until they are closed out.
• Maintain a master calendar of leadership meetings, reporting deadlines, and agency-wide events.
• Assemble and format materials for planning sessions, including strategic plan documents and KPI tracking reports.
• Provide scheduling and correspondence support to members of the senior leadership team on cross-departmental priorities.
• Coordinate logistics for leadership retreats and planning sessions.
• Meeting & Office Coordination
  • Set up and break down agency meetings, order meals, and prepare nametags, packets, and meeting materials.
  • Coordinate logistics for all-staff meetings and agency recognition events.
  • Maintain office supplies and coordinate with vendors as needed.
  • Keep communication professional and build strong working relationships with staff, Board members, donors, and community partners.

Development Support (40%)

• Log donations in the donor database accurately and on time and prepare gift entry documentation for Finance review.
• Prepare and send timely, accurate acknowledgments and recognition to donors and grant funders.
• Keep donor and constituent records current in Donor Dock and pull donor reports as requested.
• Provide administrative support for appeals, mailings, and donor communications.
• Assist with logistics and materials for fundraising events and donor meetings.
• Track grant reporting deadlines and assemble supporting documentation for submissions.
• Track In-Kind donations for the organization in conjunction with the Finance and Program Teams.

REQUIREMENTS FOR ROLE

• Work proficiently in Microsoft Office Suite, Donor Dock (Donor Database), and the agency's approved AI tools.
• Learn new systems as they are adopted and help…