Executive Assistant & Office Manager

Overview

Reports to:

Chief Financial Officer (CFO)

About the Community Foundation

The Community Foundation of Northern Nevada connects people who care with causes that matter. Through charitable giving, donor advising, community leadership, and partnerships across the region, we help strengthen Northern Nevada for generations to come.

As part of a small, mission-driven team, this role is central to ensuring smooth daily operations, exceptional support for the CEO and leadership team, and a warm, organized, and professional environment for staff, board members, donors, and guests.

The Executive Assistant & Office Manager is a key member of the administrative and operations team, providing high-level executive support to the CEO, overseeing day-to-day office operations, and serving as the primary liaison for the Board of Trustees. This role ensures that internal systems run efficiently, visitors are welcomed with professionalism, board and committee meetings are well-coordinated, and staff have the tools and environment they need to be successful.

This position collaborates closely with the Chief Financial Officer, Vice President of Donor Relations, Director of Marketing, and other members of the Executive Leadership Team (ELT), supporting a wide range of administrative, operational, and event-related activities.

• Anticipated hiring range: $60,000- $65,000
• Generous PTO
• 8% 401K match

• Manage the CEO’s calendar, including internal meetings, donor meetings, community engagements, and conference schedules.
• Coordinate registration and travel arrangements for the CEO and ELT for local, regional, and national events.
• Serve as the main point of contact for scheduling, communication flow, and meeting preparation.

• Serve as the first point of contact at the front desk; greet visitors and provide a welcoming experience.
• Answer and route calls to the main office line.
• Oversee mail processing (incoming and outgoing), including preparing and mailing grant checks and letters for Donor Relations.
• Maintain office supplies, inventory, kitchen/lobby organization, and general workspace cleanliness.
• Coordinate repairs, building maintenance, and janitorial needs with the landlord.
• Manage vendor relationships, including renewals, contracts, and scheduling.
• Process annual business license renewals for the Foundation and affiliated entities.
• Oversee “mission control” for meeting rooms, calendars, and shared spaces.
• Act as the staff liaison with external IT providers and coordinate IT support as needed.
• Track employee birthdays, anniversaries, and organize small celebrations and acknowledgments.
• Assist with onboarding of new employees.
• Schedule board and committee meetings, including arranging meals and reserving space.
• Prepare materials for meetings, including printing, collating, and room setup in partnership with the CEO, CFO, and VP of Donor Relations.
• Take minutes during all board and committee meetings; maintain accurate documentation and records.
• Track board terms, committee attendance, and support on/offboarding for new and departing trustees.
• Coordinate special board-related items such as wearables, name badges, or recognition materials.

• Serve as Lead for the Team building Committee, coordinating internal culture-building activities.
• Organize and execute staff potlucks, volunteer days, the Staff Holiday Luncheon, and the annual Board + Staff Holiday Party.
• Assist with additional organizational events in collaboration with the Director of Marketing and ELT.
• Support registration and coordination for Family Estate Planning events.

• 3+ years of administrative, executive assistant, office management, or operations experience.
• Strong written and verbal communication skills.
• Exceptional organizational ability, attention to detail, and follow-through.
• Ability to manage multiple priorities in a fast-paced, collaborative environment.
• Comfort interacting with donors, board members, community partners, and the public.
• Proficiency with Microsoft Office Suite and comfort learning new software systems.
• Warm, professional, and…