Executive Assistant

Job Description

POSITION SUMMARY:

The Executive Assistant provides high-level administrative support to the President/CEO and serves as a key resource to managers, instructors, and staff. This role ensures smooth daily operations, supports organizational efficiency, and contributes to event coordination and internal communication across the organization.

As a grassroots nonprofit, Power
52 is fast-paced, hands-on, and mission-driven. The ideal candidate is an energetic, proactive professional who thrives in a dynamic environment and enjoys wearing multiple hats. This position is perfect for someone who takes initiative, works independently, and is motivated by meaningful community impact. The Executive Assistant must be highly organized, detail-oriented, adaptable, and comfortable working with a diverse team.

This individual will play a central role in supporting both administrative and programmatic needs, while gaining exposure to nonprofit operations, community engagement, and leadership decision-making.

GENERAL RESPONSIBILITIES (including, but not limited to the following)

• Provide high-level administrative support to the Executive Team, maintaining strict confidentiality and demonstrating a strong self-starter mindset.
• Manage the executive’s calendar, including scheduling appointments, organizing meetings, prioritizing urgent matters, and coordinating meeting logistics such as reminders, agendas, notes, minutes, and catering when needed.
• Greet and assist visitors, determining the purpose of their visit and directing them to the appropriate staff or department.
• Answer, screen, and route incoming calls with professionalism, ensuring timely follow-up and resolution.
• Draft and prepare letters, reports, presentations, and other documents; collect, research, and analyze information to support decision-making.
• Prepare comprehensive reporting packages for board meetings, including compiling presentations, financial summaries, department updates, and all required supporting documents to ensure board members are fully informed and prepared.
• Make domestic and/or international travel arrangements, including flights, lodging, ground transportation, and information travel packages for travelers.
• Maintain efficient filing systems (digital and physical) and work with all departments to ensure proper document organization and retention.
• Support the maintenance of office supplies by monitoring inventory, evaluating products, placing orders, expediting deliveries, and verifying receipts.
• Assist with basic bookkeeping functions by maintaining organized receipts and financial records, processing invoices, entering data, tracking expenses, and supporting account reconciliations.
• Support grant reporting by gathering required documentation, tracking grant-related expenses, and assisting with preparation of financial and narrative reporting materials.
• Ensure proper operation of office equipment by coordinating preventive maintenance, troubleshooting issues, scheduling repairs, and tracking equipment inventories.
• Update and maintain office policies, procedures, and administrative systems to increase organizational efficiency and streamline internal processes.
• Assist with pre-screening potential employees, scheduling interviews, and supporting HR administrative tasks as needed.
• Plan and order lunch and other refreshments for meetings, events, or staff gatherings.
• Support planning and execution of company-wide events, including board meetings, trainings, community outreach events, and major annual engagements such as Pull Up & Pick Ups, Operation Sleigh Bells, and Power
  52 Live events.
• Volunteer at all community outreach activities and represent the organization with professionalism and enthusiasm.
• Manage office…